Plan International Sierra Leone

Job Announcement (1 position for nationals only) 

20-03-2023 Procurement Assistant

Plan International is an independent non-profit development and humanitarian organization 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 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 75 years, and are now active in more than 70 countries.

We are currently seeking to recruit:

Title:                Procurement Assistant

Grade: B

Location:         Country Office

Reports to:      Procurement Specialist

SUMMARY OF THE POSITION

The Procurement Assistant will be responsible for giving support to the Procurement team to provide effective procurement support to all Plan International’s projects. He/she is fully accountable to ensure that all procurement support is carried out according to agreed procurement plans and requests, procurement systems, procedures and policies.

The Procurement Assistant will also ensure that communication between Plan International Sierra Leone and its stakeholders both internal and external are conducted in a smooth and professional manner.

DIMENSIONS OF ROLE

The Procurement Assistant shall execute his/her duties while ensuring effective accountability to the supervisor. S/he will manage all requests in compliance with Plan International Sierra Leone systems and procedures in close coordination with his/her supervisor. The Procurement Assistant does not manage directly a team but s/he is expected to build and maintain a strong working relationship with colleagues

ACCOUNTABILITIES

Procurement Management

• Receive and check for clarity and approval of all procurement requests from various projects and departments
• Support the country-wide procurements in a timely and cost-effective manner.
• Ascertain relevant documents, financial codes and appropriate authorization on payment covers are complete and correct before taking them to Finance.
• Support the Procurement Specialist in facilitating the tender process and ensuring all the necessary steps are followed and filed accordingly.
• Ensure the correct procurement process is followed as defined in the operational manual for all single and simple quotation requests.

Reporting and Documentation 

• Maintaining and updating the procurement tracker regularly.
• Review and update the procurement status weekly to keep the program teams updated with the status of their procurements.
• Ensuring a proper filing system through the use of an e-filling system through one drive for all completed procurement-related documents and hard copy filing.
• Update and maintain a supplier database following the process in the operation manual for approval.

Order management

• Regular follow-up with suppliers to ensure timely delivery of supplies and services.
• Providing weekly updates to the Procurement Specialist on the status of the procurement being handled at the country office for follow-ups.
• Proactively track all orders issued out to vendors and ensure deliveries are made within the shortest time possible.

KEY RELATIONSHIPS

Internal contacts 

• Procurement Specialist
• Supply Chain Manager
• Administration Manager
• Admin and Logs staff and Project Managers at PIIAs

TECHNICAL EXPERTISE, SKILLS, AND KNOWLEDGE

Qualification and Experience:

Essential

• A minimum Diploma in Procurement, Supply Chain Management, Business Administration, or a related field.
• At least 6 months as minimum working experience in the same position or related position in a reputable organization, preferably an international NGO
• Familiarity with office machines (e.g. printer, scanner)
• Knowledge of office management
• Proficient in English (oral and written)
• Excellent written and verbal communication skills.
• Excellent knowledge of MS Office (especially Excel and Word)
• Strong communication and people skills
• Good organizational and multi-tasking abilities
• Problem-solving skills
• Customer service orientation
• Good time management skills

PHYSICAL ENVIRONMENT

Typical office environment most of the time but may be expected to work temporarily in other environments.  For example (but not limited to) visiting partner organizations, and/or locations where staff are working with beneficiaries

LEVEL OF CONTACT WITH CHILDREN

Mid contact: Occasional interaction with children.

GENERAL ACCOUNTABILITY

Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) 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.

Ensure staff understands Plan International’s commitment to driving a feminist agenda within the organization, and the ambition for gender equality and gender transformative leadership is embedded in our value-based leadership framework.

PLAN INTERNATIONAL’S VALUES 

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 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.

Applications: 

The last date for submission of Application (CV and cover letter) is: 2nd April 2023 by 5:00 pm

Your application should include:
·         A cover letter
·         A comprehensive CV including details of two referees, one of whom should be your current of 

           most recent supervisor Send applications to the below email:

 Sierra-Leone.Recruitment@plan-international.org

Only short-listed candidates shall be contacted. References will be taken and background and anti-terrorism checks will be carried out in conformity with Plan International’s Safeguarding Children and Young People’s Policy.

Plan International follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability.

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.