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Country Logistics Manager

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Plan International is an independent development and humanitarian organization that strives for a just world 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 is 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 – crisis and adversity.  We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We employ more than 9,000 people in programme countries, working with over 85,000 communities.  We have been building powerful partnerships for children for almost 80 years, and are now active in more than 70 countries.

 

Plan International Sierra Leone is committed to ensure Child Protection in all its interventions and processes. It also encourages women to apply and is an equal opportunity employer. 

We are currently seeking to recruit:

 

Country Logistics Manager

 

Grade: D2

Location:  Freetown

Department:   Operations

Reports to:  Deputy Country Director, Operations

 

Summary of the position:

The Country Logistics Manager is responsible for overseeing all administrative, logistical and procurement aspects of activities supporting Plan International Sierra Leone’s programs. (S)he ensures all activities are done according to Plan’s laid down procedures and practices as prescribed in the Plan’s Operations Manual and comply with the agreement between Plan International Sierra Leone and the Government of Sierra Leone.

The Country Logistics Manager is a member of the Extended Country Leadership Team (ECLT) of Plan International Sierra Leone.

Dimensions of the Role

This position reports to the Deputy Country Director Operations and is responsible for the following:

  • Nurture good relationships with the Government of Sierra Leone
  • Translate global legal management standards into reality in Plan International Sierra Leone
  • Ensure procurement activities support timely and quality program delivery
  • Ensure a professional management of Plan International Sierra Leone’s assets and inventories
  • Ensure Plan’s facilities are in good order and well secured for Plan’s work
  • Ensure Plan’s fleet support effective delivery of program activities
  • Develop and lead a competent and motivated administration team

Accountabilities

Nurture good relationships with the Government of Sierra Leone

  • Ensure that Plan adheres to all aspects of the Country Agreement between Plan and Sierra Leone Government;
  • Ensure there is a system of monitoring of all items purchased through duty free exemptions;
  • Ensure that equipment purchased with duty free are not sold or donated to third party without payment of duty
  • Ensure that required reports from Plan to Sierra Leone Government are sent in a timely manner.

Translate global legal management standards into reality in Plan International Sierra Leone

  • Ensure Plan complies with all applicable laws and regulations in Sierra Leone;
  • Ensure Plan enters contracts that are reasonable, protect its interests and are risk free;
  • Ensure Plan complies with obligations resulting for it from signed agreements;
  • Ensure Plan has access to high quality legal advice by facilitating/monitoring relationships with Plan’s lawyer for administrative and legal matter 
  • Ensure Plan maintains an appropriate registration, understands and complies with its requirements
  • Ensure consistent application of Plan's Anti-Terrorism Screening (ATS) policy
  • Ensure that all Plan contracts are based on pre-approved format by Plan’s lawyer and on Plan’s minimum guidelines of contracts/agreements

Ensure procurement activities support timely and quality program delivery

  • Collaborate with all department heads and staff to ensure purchase of goods and materials is properly planned, timely delivered in the required quantity and quality at an effective cost;
  • Regularly assess risks that are likely to hamper continuous delivery of procurement activities and monitor the mitigating actions that will have been designed.
  • Ensure periodic updates are provides to staff on their requests;
  • Ensure relationships between Plan and suppliers/service providers are well nurtured and free from any conflict of interest with the Logistics team.

Ensure a professional management of Plan International Sierra Leone’s assets and inventories

  • Ensure assets are tagged, monitored, and an asset count exercise is conducted at least once every year.
  • Ensure disposal are carried out in due respect of organizational procedures and sound documentation is kept of the process. 
  • Ensure that Plan International Sierra Leone’s facilities are covered by appropriate insurances and a monitoring mechanism exists to ensure damages are promptly repaired by the insurer.
  • Facilitate the annual insurance survey and submit quality report to the headquarters
  • Ensure notification is made to relevant persons using the incident/loss notification form within the 48 hours of occurrence of incidents, damages or losses
  • Ensure mechanisms and relevant tools are in place to document asset transfer
  • Ensure stock is managed as per organizational procedures and most accepted standards.

Ensure Plan’s facilities are in good order and well secured for Plan’s work

  • Ensure there is a sound mechanism for the regular, timely and effective maintenance of Plan premises;
  • Ensure that Plan’s office, compounds and housing are in good standard of management
  • Ensure that Plan has in place an adequate security system in its premises for staff, vehicles, equipment’s etc.
  • Supervise/facilitate conferences /workshops and visits arrangements

Ensure Plan’s fleet support effective delivery of program activities

  • Ensure that all Plan vehicles are always in good working condition;
  • Ensure there is an adequate insurance cover for all vehicles in all time and their licenses are always up to date;
  • Ensure there is a cost effective coordination mechanism for vehicle movements between Country office and program units areas;
  • Ensure systematic cost recovery on use of vehicles
  • Ensure there is a monthly report of the maintenance cost for each vehicle

Develop and lead a competent and motivated administration team 

  • Ensure Individual Accountability Plans (IAPs) of team members are aligned with the department objective and achieve organizational mandate.
  • Ensure mechanisms are in place to develop team members’ capacities through different mechanisms including coaching, mentoring;
  • Ensure timely and quality appraisals of supervisees and professionally address poor performance issues without bias

Others:

  • Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures. Their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Technical expertise, skills and knowledge

Essential

  • University Degree in Business/office administration/Law, procurement or logistics or related field.
  • A minimum of five (5) years of experience in general administration, procurement and logistics management in an International Non-Governmental Organisation environment
  • Sound knowledge of SAP
  • Excellent technical knowledge on general administration areas as indicated by the duties above
  • Knowledge of operational and logistics support in volatile emergency conditions is an advantage
  • Knowledge of logistics and procurement procedures to support a changing program
  • First-hand experience and knowledge of working in developing country environments
  • Knowledge of contract development and management
  • Managerial ability to delegate duties to subordinates to meet deadlines and coach members of the team
  • Behaves consistently in approach to work and decision-making
  • Strongly drives performance forward in area of the business for which they are responsible together with the team
  • Balances future vision with practical delivery
  • Develops mutual trusting relationships with complex partnerships that have excellent business outcomes
  • Sets a strong learning culture in their part of the organisation
  • Remains calm and positive under pressure and in difficult situations
  • Aware of impact on others and adjusting own behaviour accordingly
  • Tolerant of difference - cultural sensitivity in relation to its impact on HR

Desirable

  • Good communication skills. Comfortable working with colleagues from different cultures and various internal departments;
  • Good writing skills in English.
  • Preference for team work and a collaborative working environment
  • Great availability;
  • Great listening skills, discreet and tactful.

Behaviours (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

  • 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.

Applications:

Last date for submission of Application (CV and cover letter) is: Friday 19th October, 2018 by 5:00 pm

Interested candidates need to send their updated CV (no more than 3 pages) and a cover letter (maximum 1 page) to Sierra-Leone.Recruitment@plan-international.org on or before the closing date mentioned below. Subject line of submission mails will only bear the indication: Application for the Position of Logistics Manager

 

Only short-listed candidates shall be contacted. References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability.

 

 

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