Procurement Specialist

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.

ROLE PROFILE

Title    Procurement Specialist
Functional Area    Operations, Supply chain
Reports to    Supply Chain Manager CO
Location    Bamenda    Travel required    30% to PIIAs  
Effective Date    September/2022    Grade    D1

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 at Bamenda PIIA level and specifically on ECW project, aligned with Plan International standards and processes. The postholder will drive an efficient and effective procurement planning and strategy at Bamenda PIIA level and engage proactive support to meet project needs and requirements; achieving compliance to Donor, Grants and 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:
    Lead the procurement processes performance analysis, monitoring and reporting under ECW project and Bamenda PIIA office.
    Focal point or procurement Systems application, compliance and strengthening
    Capacity building on procurement areas (tools, procedures, systems.)
    Ensure that the KPI’s for procurement are measured and improvement actions and plan are putted in place to align to the standards  
    Support and report to the Supply Chain Manager in minimizing financial and compliance risks throughout the procurement processes
The role covers the areas of procurement at PIIA level. Cross-functional engagement with other functions is critical for this functions to ensure alignment of processes country-wide.

•    Budget – (define the budgetary authority/responsibility, authority for procurement)  
•    Staff – The postholder directly line manages a Team of 1
•    Stakeholder Engagement – Internally, the postholder will engage across functional and geographical boundaries within the Country (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 procurement processes and activities
•    Ensure that ECW project as well as others PIIA projects have a procurement in place at the development stage and contribute to the Master consolidated procurement.
•    Make in place an appropriate sourcing method as well as Long-Term Agreements (LTAs) to achieve cost-savings, on time and in quality delivering of goods and services for our programs in compliance and minimised risk
•    Conduct a monthly procurement planning update and a quarterly deep review and reports involving projects’ and other projects lead
•    Ensure that an appropriate tools and processes of procurement tracking is in place to track, monitor and control the end to end procurement processes for regular reporting on status and minimise risk at PIIA level
•    Ensure that an appropriate weekly procurement reporting system is in place trough the sharing of the procurement trackers at PIIA level.
•    Review and consolidate on monthly basis the procurement trackers and conduct a deep analysis on procurement performances and identify any bottleneck which may need management’s attention
•    Manage the supplier pre-qualification processes at PIIA level and ensure that the PIIA has an appropriate and up to date supplier prequalified
•    Develop long term agreements (LTA) in all relevant areas which help to increase procurement efficiency in the PIIA.  
•    Manage the tender processes both national and international both for ad hoc procurement processes and long-term agreement processes
•    Put in place (or reinforce) and maintain an appropriate archiving system especially electronic ensuring a high security and procurement dossiers as well as an easy access for audit or any other need
•    Develop a strong procurement structure with proactive market and supplier identification and supplier performance management system in line with overall Country Programme needs and requirements
•    Strengthen the development, monitoring and execution of contracts with suppliers, ensuring all policy documents for Plan International are included (Child Protection, Anti-corruption and Anti-Terrorism Policy, Gender and Release from Liability Policy)
•    Accountable for ensuring that all relating to data base (supplier data base, LTA data base, Prices list, Prequalified suppliers, …) are in place and maintained up to date.
•    Ensure that there is a segregated duty for procurement staff under his/her supervision as per the requirements of the supply chain Manual

Leadership
•    Accountable for overall procurement performances, providing strategic direction and supports to operation’s and program’s staff.
•    Performance Management – Manage, motivate, develop and oversee the performance management of staff in line with the organization’s systems, rules and regulations for HR management including staff evaluation, training and career planning.
•    Contributing 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:
•    Conduct staff appraisals and monitor performance through mentoring, coaching and regular 1:1 and coordination meetings for staff under his/her supervision
•    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 PIIA.
•    Identify staff capacities building need through a training need assessment
•    Develop a training and capacities building plan base on any gaps identified from the need assessment and trough any other channel.  

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Essential
•    Have a Master’s degree in Procurement and Supply Management, Administration Management or an equivalent university degree in a relevant field
•    At least three (5) years of professional experience, including at least two (2) years in a similar position, preferably in an international NGO, or equivalent combination of education and experience.
•    Knowledge of donor regulations, including EU, BMZ GIZ UNHCR and/or other foreign government development agencies, and other multilateral development agencies in procurement matters is an asset.
•    An interest in international development and Education programs and an understanding of the synergy between the programmatic, operational and financial components of project design and implementation are highly desirable
•    Good experience and knowledge on procurement procedures.
•    Previous experience in managing and developing teams and the ability to lead, motivate and develop others
•    Strong leadership and interpersonal skills with a particular ability to think out of the box
•    Strong analytical and problem-solving skills, with the ability to report and demonstrate on performance improvement and efficiencies through spot on and concise reports
•    Excellent communication skills
•    Ability to draft clear and precise report in responding to grants queries
•    Ability to work independently with minimal supervision
•    Must have very good interpersonal relationship with colleagues and supervisors.

Desirable
•    Experiences in procurement in emergency programming both in self implementation and implementation trough partners.
•    Experiences in using SAP and Microsoft Dynamics…)
•    Knowledge of the humanitarian sector trends and constraints would be an advantage
•    Experience in international supply chains and custom regulations would be an advantage
•    Training and capacity building would be an advantage
•    A professional qualification and membership of recognized purchasing and supplies institution.
•    Experience of working in ERP based systems and environment
•    Experience of working in large scale/fast moving emergency responses would be an advantage
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 frequent visits to field locations
LEVEL OF CONTACT WITH CHILDREN
•    Medium: Occasional interaction with children

Location: Bamenda

Closing Date: 23/09/22

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.