ROLE PROFILE
Title: Procurement Manager
Functional Area: Procurement
Reports to: Head of Operations
Location: Kampala, Uganda
Travel required: 25% to other project offices
Effective Date: 01 Dec 2020
Grade: D2
Role Purpose
Plan International is an independent child rights and humanitarian organization 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 Uganda, this specialist role will ensure a strong overview and maintenance of procurement aligned with Plan International standards and processes, as much as effective delivery that meets the project’s needs. The post holder will drive all procurement operations and engage proactive front-end procurement support to meet project needs and requirements; achieving compliance to donors, grants, and Plan procedures and systems, as much as upholding high standards of ethics.
Responsible for the efficient and effective organization and coordination of the procurement team, this is an opportunity to strengthen procurement operations’ performance, compliance, and expertise within the Country Office and across field offices. The post holder will ensure understanding, respect, and control of processes and systems within the Procurement Team, as much as among cross-functional stakeholders, securing internal controls, monitoring and reporting, staff capacity, and performance. With a strong technical background, you will be able to put appropriate systems and controls in place to deliver all supply chain operations in line with Plan International standards and programme requirements.
You will be a doer who can make procurement happen but will also mentor and coach different staff on honest and efficient procurement processes and delivery.
Dimensions of the Role
Procurement management in the scope of this role includes:
• Technical processes across procurement planning, procurement executions across all offices.
• Process performance analysis, monitoring, and reporting
• Systems application, compliance, and adherence
• Team management and capacity building
The role covers the areas of procurement at a Country Office level and technical supervision of field offices (called Programme Areas) through dotted line management. Cross-functional engagement with other functions is critical to ensure alignment of processes country-wide.
• Budget – post holder will not be a budget holder
• Staff – The post holder directly line manages a team of up to two at a Country Office level, and technically supervises the teams of up to ten in field Programme Areas ( 7). The team includes staff who work on procurement but are no specialist procurement officers.
• Stakeholder Engagement – Internally, the post holder will engage across functional and geographical boundaries within the Country (programme and project staff, finance, IT, risk and compliance, Programme Area Manager …). Externally there will be engagement within and outside the sector, including INGOs, UN agencies, partners, and suppliers.
Accountabilities
Operations management
• Accountable for the management of procurement operations.
• Prepare monthly, quarterly, and annual procurement plans and progress reports
• Proactively input to the development of grant proposals covering all aspects of the supply chain
• Ensure the development of the overall operational planning for procurement, with respective user departments, and lead the implementation of the plan in order to realize the organizations’ objectives
• Ensure Procurement is planned collaboratively and consolidated at all levels, while appropriate sourcing methods and Long-Term Agreements (LTAs) are developed and used to achieve cost-savings
• Maintain honest relationships with suppliers to ensure completeness of deliverables outlined in the contract
• Responsible for efficient procurement processes and value for money
• Monitor and ensure efficient and timely delivery of good quality supplies to Projects
• Provide advice and support to Head of Programs/Project Manager on procurement issues, and collaborate with staff on budgets, technical aspects of the programme, and implementation mechanisms as required
Standards adherence and compliance
• Accountable for the adherence, and efficiency of procurement processes and procedures, and distribution through regular control, monitoring, and reporting
• Ensure that Plan International Procurement management standards, procedures, and policies are implemented and adhered to throughout the programme, briefing and supporting relevant staff as required
• Ensure that the procurement is appropriate and cost-effective, based on budget, markets, infrastructure, nature of PIU programmes, and need for timely delivery
• Ensure appropriate internal control mechanisms are in place throughout PIU procurement and adequate segregation of duties
• Proactively control, monitor, and report on all procurement operations through Monthly Management report
• Ensure Procurement is tracked, monitored, reported for, and controlled to minimize risk
Team management and capacity building
• Ensure Procurement staff have clearly segregated duties and comply with mandatory regulations.
• Manage and support procurement staff including ensuring appropriate team structures, clear division of responsibilities, clear objectives, and management of performance
• Conduct staff appraisals and monitor performance through mentoring, coaching, and regular 1:1 and coordination meetings
• Ensure understanding and application of Plan International policies, framework, and procedures to all staff within the country
• Provide logistics training and capacity building as required across the programme
• Taking a lead on all procurement activities, giving suggestions and innovative practices to the organization
• Engage regularly with cross-functional collaborators to identify risks and opportunities and mitigate issues
Technical expertise, skills, and knowledge
Essential
• Honesty and integrity
• A degree in supply chain management, business management, and administration or related field with 5 years of practical experience in a similar position most of which should preferably be from within the humanitarian/NGO sector
• Strong technical background in procurement activities within the NGO or business sector with significant experience in leading supply chains across multiple sites
• Previous experience in managing and developing teams and the ability to lead, motivate and develop others
• Analytical and problem-solving skills, with the ability to report and demonstrate performance
• Excellent communication skills, comfortable facilitating meetings and bringing people together
• Able to manage competing priorities
• Ability to challenge the status quo and give clear direction
• Strong IT skills, including Excel and integrated resources management (ERP) software (SAP, Microsoft Dynamics…)
• Knowledge and experience of project management
• Knowledge of donor rules and regulations
• Open and accountable
Promotes a culture and working environment aligned to plans values and behaviors including anti-bullying and harassment
Desirable
• Experience in international supply chains and custom regulations would be an advantage
• Training and capacity building would be an advantage
• Experience in international supply chains and custom regulations would be an advantage
• A professional qualification and membership of a 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
Dealing with Problems:
• Complexity of problems handled & the degree of investigation, analysis, & creative thinking required solving them
• Ensuring consistency of operations Manual compliance in relation to Uganda procurements and emergency response programme requirements.
Communications and Working Relationships:
• Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact
INTERNAL- HIGH
CO General Services Manager, General Services Staff-, Team Leads, Finance Staff, Community Development Facilitator
EXTERNAL-HIGH
Suppliers and services providers
Other INGOs and UN agencies and relevant cluster
Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:
Gained through education, training, & experience\
• Solid knowledge and understanding of procurement processes, policy, and systems
• Previous experience leading procurement and logistics for a large enterprise (group) with a centralized management system
• Good knowledge of procurement and logistics best practices embedding value for money approaches to ensure an effective procurement chain in management of the mandate of the department.
• Experience managing large relationships in a local market context
• Ability to maintain databases to provide information to decision-making processes
• Demonstrate understanding for driving the right efficiencies and effectiveness in processes while maximizing value for money
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)
• Ability to analyze problems and strategize for better solutions
• Ability to negotiate, establish, and administer contracts
• Excellent verbal and written communication skills
• Ability to multitask, prioritize, and manage time efficiently
• Accurate and precise attention to detail
• Ability to work well with management and staff at all level
• A good record of success in Implementing good risk identification and mitigation approaches in a large organization
• The applicant must hold a University degree in Procurement and Logistics Management with Professional Qualifications (e.g. CIPS).
Education:
Master’s Degree in Business Administration/ Procurement, with 3-5 years of experience in a busy NGO.
The applicant must hold a University degree in Procurement and Logistics Management with Professional Qualifications (e.g. CIPS).
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 organization for all children, girls & young people
We strive for a 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 maximize 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: Country Office
Type of Role: 1-year Fixed Term ( Renewable)
Reports to: Head of Operations
Grade: D2
Closing Date: 27th August 2021