Procurement Assistant

The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 85 years, and are now active in more than 75 countries.

PROFILE
Title    Procurement Assistant
Functional Area    Operations, Supply chain
Reports to    Procurement Coordinator
Location    Yaounde    Travel required    00% to PUs  
Effective Date    02/Jan/2023YY    Grade    B
ROLE PURPOSE

Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice.
We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives. We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind.
We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries

Within Plan International Cameroon, this role will ensure appropriate strategic direction is set and maintained for the Procurement management a country office level, aligned with Plan International standards and processes. The postholder will drive an efficient and effective Procurement planning and strategy at country office level and mainly supporting procurement support for the UNHCR – Plan Programme for the area,  engage proactive support to meet project needs and requirements; achieving compliance to Donor, Grants , Plan procedures and systems, as much as upholding high standards of ethics.
DIMENSIONS OF THE ROLE

Procurement management in the scope of this role includes:
    Focal point or procurement Systems application, compliance and strengthening
    Capacity building on logistics areas (tools, procedures, systems, .)
    Ensure that the KPI’s for procurement are measured and improvement actions and plan are followed to align to the standards  
    Support and report to the Procurement Coordinator in minimizing financial and compliance risks throughout the Procurement processes
The role covers the areas of procurement at a Country Office level, Cross-functional engagement with other functions is critical for this functions to ensure alignment of processes country-wide.

•    Stakeholder Engagement – Internally, the postholder will engage across functional and geographical boundaries within the region (Programme and Project staff, Finance, Risk and Compliance, Programme Unit managers…). Externally there will be engagement within and outside the sector, including INGOs, UN agencies, partners and suppliers.

ACCOUNTABILITIES

Maintain high standard of all Logistics processes and activities
•     Process the purchase and supply of goods and materials for the Country Office and the UNHCR Programme as per the Supply Chain Operation Manual (SCOM), local procedures and policies to ensure value for money is obtained at all times,
•    Process with the preparation and processing – of bidding documents for public tender offers to ensure a fair and transparent process for securing the services of consultants and contractors,
•    Process with the preparation, update and maintenance of contracts to keep and track all contracts without any reports on program disruptions due to maladministration of contracts,
•    Produce and maintain an up-to date supplier database and price list for easy access to the required information that would ensure prompt procurement goods and materials for program activities,
•    Ensure that all the procurement activities are capture in SAP,
•    Monitor and follow-up the hotel accommodation for staffs and seminars booking
•     Monitor and follow-up the, purchase of air flight tickets UNHAS, other National and international flights.
•    Contribute for the Preparation, update and follow-up of the procurement Plan (monthly/quarterly);
•    Keep the Procurement Coordinator informed of any initiative or difficulties related to the office for attention/redress for the provision of the required support services for program implementation, and submit all document to his approval,
•    Perform any other duties that may be assigned from time to time to support the attainment of organizational goals.
•    Contributes to the planning and monitoring of supplier payments in conjunction with the Procurement Office
•    contributes to the development of the cash flow forecast for the purchases processed
•    She/he is authorized to take professional cash advances and justify all expenses in accordance with the organization’s procedure

, Leadership
•    Accountable for all related procurment
•    Accountable for national Procurement   performances, providing strategic direction and supports to operation’s and program’s staff.
•    Leading on driving Procurement change initiatives through the global/country supply chain excellence in line with operations manual.
•    Proactively engage with cross-functional Teams to ensure that staff have a good knowledge on Procurement   procedures tools, policies and principles.
Capacity Development and Stewardship:
•    Develop strong integrated working relationships with user departments to support the early identification of supports or any action needs   
•    Provide analysis, benchmarks and recommendations for determining effective resource utilization
•    Lead and implement continuous improvement as a standard way of operating within the Country &regionals offices
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Essential
•    University Degree or Two years University Certificate in Logistic / Accountancy/ Administration Management/ law or an equivalent university degree in a relevant field
•    Minimum two years’ experience in Supply Chain
•    Proven Computer skills-
•    Ability to use general office equipment such photocopiers, printers etc
•    Experience working with an international NGO would be an advantage
•    Good communication and IT skills
•    Good inter-personal skills
•     Good client/customer relations
•    Good writing and reporting skills
•    Good negotiation skills
•     Strong team player
•     High level of discretion

Desirable
•    Experiences in logistics in emergency programming both in self implementation and implementation trough partners.
•    Planning and organizing abilities
•    Timeliness and proactive in the discharge of duties
•    Ability to inter-face with staff visitors and partners at all levels
•    Communicates in a manner that inspires confidence and professionalism
•    High sense of judgment and responsibility
•    High safety awareness level of area of operation
•     Good team player
•    Experience of working in SAP based systems and environment is an asset
PLAN INTERNATIONAL’S VALUES IN PRACTICE
We are open and accountable
•    Promotes a culture of openness and transparency, including with sponsors and donors.
•    Holds self and others accountable to achieve the highest standards of integrity.
•    Consistent and fair in the treatment of people.
•    Open about mistakes and keen to learn from them.
•    Accountable for ensuring we are a safe organisation for all children, girls & young people
We strive for lasting impact
•    Articulates a clear purpose for staff and sets high expectations.
•    Creates a climate of continuous improvement, open to challenge and new ideas.
•    Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
•    Evidence-based and evaluates effectiveness.
We work well together
•    Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
•    Builds constructive relationships across Plan International to support our shared goals.
•    Develops trusting and ‘win-win’ relationships with funders, partners and communities.
•    Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering
•    We empower our staff to give their best and develop their potential
•    We respect all people, appreciate differences and challenge equality in our programs and our workplace
•    We support children, girls and young people to increase their confidence and to change their own lives
PHYSICAL ENVIRONMENT
•    National role with less visits to field locations
LEVEL OF CONTACT WITH CHILDREN
•    Medium: Occasional interaction with children

Location: Yaounde

Closing Date: 05/01/23

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.