Admin and Logistics Officer at Plan International

Location: Maiduguri, Nigeria

Company: Plan International

Plan International is an independent development and humanitarian non-profit organisation that advances children’s rights and equality for girls. We support children’s rights from birth until they reach adulthood, and enable children to prepare for – and respond to – crises and adversity. We believe in the power and potential of every child, but know this is often suppressed by poverty, violence, exclusion and discrimination.

Working together with children, young people, supporters and partners, we strive for a just world, tackling the root causes of the challenges girls and vulnerable children face. We have been building powerful partnerships for children for over 80 years and are now active in more than 70 countries, driving changes in practice and policy at local, national and global levels using our reach, experience and knowledge. Plan International is registered in Nigeria with the Corporate Affairs Commission.

Deadline for application submission: 19th March, 2022.

Location: Maiduguri

Role PURPOSE

The purpose of this role is to provide procurement support to Plan International new and existing projects in Maiduguri, Borno State in line with policies of Plan International Nigeria and donor requirements.

Dimensions of the Role

The post holder will contribute to the effective procurement administration and management in Maiduguri offices in Borno state, ensuring the interface between operations and programme team as well as partner of plan international in a professional and ethical manner.
The post holder will support development of plan internationals implementing partners and staff capacity building.

Accountabilities

• The Admin and Logistics Officer is responsible for the efficient management of procurement functions.
• Procurement of program supplies, services and equipment, whilst ensuring best practices and maintaining audit-compliant records.
• The Admin and Logistics Officer ensure that all purchases of goods and services are done transparently, at the best available price, and in compliance with Plan International and donor requirement.
• Ensure effective procurement planning and preparation to support program implementation and procurement activities Preparing and implementing procurement plans 
• Monitor supply market trend and participate in market surveys & analysis to enhance value for money in the procurement process.
• Managing contracts and supplier performance to ensure compliance with agreed terms and condition
• Work with the project coordinator to ensure forecasted needs are timely and accurate and ensure reconciliation and goods are also moved to beneficiaries
• Monitor, with supervisory visits and documented spot checks, inventory storage and movement records in the warehouse which hold stock for which the project is accountable
• Ensure Plan International Nigeria stock management procedures and Procurement guideline are adhered to  
• Ensure that all items for which Plan International is accountable for is tracked within Plan International tracking system
• Ensure the implementation with the project team the compliance to warehouse management processes for Plan International Nigeria
• Develop and review the procurement plans for the project, including commodity quantification and distribution plans using correct assumptions and best practices.
• Plan, source (directly or via donor/Plan procurement process) and manage the delivery of all commodities (drugs, medical supplies and equipment etc.) where Plan International is responsible in line with the segregation of duties
• Ensure that all procurement is done within Plan International automated procurement system
• Support project distribution planning and execution to ensure all stock are received on time at distribution points, and all stock is recorded during the distribution, and reconciled
• Regularly collect, collate and analyze value for money parameters and recommend areas of efficiency gains for Plan International and Donor procurement
• Coordinates the planning and organization of meetings and workshops.
• Ensures that the SAP system is used to capture all necessary procurement activities as required.
• Perform logistics and procurement operations – Selection of vendors/suppliers and keep an updated vendor list
• Prepares and Maintain records of all outstanding purchase orders with external vendors and arranges transportation and forwarding services for all orders to ensure delivery on schedule
• Responsible for purchase order creation and ensure clean ERP data base on regular basis.
• Ensure compliance with Plan International logistics standards and regulation
• Perform any other project related duties as specified by the logistics and procurement specialist and other dotted line management.

Technical expertise, skills and knowledge

Essential

• A degree in any related field.
• At least 3 -4 years of experience working in administration and logistics generalist role with relevant experience in the deep field?
• Relevant experience in logistics and administrative process and management
• Experience in use of SAP
• Fluency in English with excellent writing and speaking skills is required.
• Excellent and demonstrable experience in procurement processes and logistics management.
• Demonstrable experience in office management and staff coordination.
• Excellent writing and speaking in English language
• Knowledge and understanding of Nigeria’s policy environment
• Highly developed interpersonal and communication skills including good listening skills, influencing, negotiation and coaching
• Capacity to build and maintain relationships and to work effectively in a multicultural and multi-ethnic environment respecting diversity.
• Experience with Microsoft Word, Excel, Power Point and Outlook

Desirable:

• Strong communication skills: oral, written and presentation skills.
• Strong leadership, team building, conflict resolution and ability to deliver PLAN’s strategic objectives.
• Extremely flexible, and have the ability to cope with stressful situations
• Facilitate the development and scheduling of volunteer outreach activities

Plan International Nigeria is an equal opportunity employer and does not discriminate on the basis of race, religion, gender or disabilities. Plan International Nigeria is fully committed to child protection to prevent children from all forms of abuse. Women are strongly encouraged to apply. Only shortlisted candidates will be contacted.

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