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 80 years, and are now active in more than 70 countries.
Accountabilities Key end results of the position
Implementation, evaluation and review of the procurement policies
Assist in the development and management of effective implementation of Plan and donor procurement policies
Periodically assist in the review and recommend revisions to Plan procurement policies when necessary
Provide support and guidance on PI staff on issues related to procurement procedures and use of SAP
Ensure any updates in procedures are communicated and understood by program staff and procurement counterparts
Coordination and Administration of PI procurement activities
Ensure proper records are established and maintained and information is readily available on all requirements for procurement at all office levels
Assist the PL&SM in providing regular feedback to program managers regarding the status of their purchase requisitions on bi-weekly basis
Assist the PL&SM in providing procurement status reports of all purchases at all country office levels
Organize and prioritize purchases according to the nature of the request (urgent, small items, international purchases, services, etc) in accordance with procurement plans.
Maintain records of purchases, pricing, and other important data
Support the PL&SM in ensuring that procurement staff at the PAs coordinate with departments / projects to ensure that the technical specifications and other details (including funding sources, delivery locations, etc) are included in requests before processing them through SAP
Ensure that all shipping documents (airway bill, bill of lading, commercial invoice, insurance certificates, waybills) are available for all goods received and dispatched
Carry out bid opening and analysis. This will involve preparation of abstracts of offers, bid analysis and compiling data contained in the bids for consideration for award of contracts.
Prepare reports, minutes and assist in the compilation of data for the Monthly Report
Receive and manage procurement requisitions in SAP and act on all outstanding issues.
Ensure that VAT and Duty exemption applications have been submitted for purchases where applicable. Follow up all applications to ensure timeliness
Produce tender documents i.e. RFQs, ITBs and RFP under the guidance of the Procurement, Logistics and Security Manager
Periodically extract report P2P reports from SAP and report on the discrepancies where necessary
Vendor Management Support
Ensure that the working relationship with vendor is continuously enhanced and the vendor base broadened in accordance with PI policies and bet practices and the laws of Mozambique
Based on past requisitions, real consumption and expected demand of specific products (such as tools, stationery, visibility materials, accommodation, travel agents, etc) establish legally binding contracts and / or agreements with those vendors with proven track records in low prices and quality goods, services and prompt delivery,
Research and ensure that the vendor base is broadened as necessary and opportunities for discounts are followed up,
Prevent and resolve customer complaints and disputes with suppliers
Create and maintain a master database of both existing and potential suppliers or vendors
Support the PL&SM in conducting annual market research for services and goods to ensure good value for money
Prepare and maintain Contracts Database and monitor the renewal of contracts or new bidding process and advice the PL&S Manager on the actions to be undertaken in a timely manner.
Prepare and maintain contracts files for all contracts entered into by PI. Contracts files should be complete and addition information updated
Prepare POs for contracts in SAP, ensure budgetary clearance and also keep track their status
Reconcile contracts records and accounts i.e. monitor contract expenditures against budget and contractual ceiling amounts
Procurement process auditing
Liaise with finance department to ensure that all the appropriate action (eg paid, cancelled, etc) is accounted for
Ensure all vendor advances are accounted for in good time
Assist the PL&SM in conducting periodic customer surveys to gauge satisfaction and take appropriate remedial action as required
Replace the logistics officer when absent and work with the Procurement, Logistics and Security Manager on other tasks
Annual remuneration - 1.080.000,00MT