Logistics and Administration Manager
Location: Kigali, 01, RW
Company: Plan International
- 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.
This position, as part of the Country Management Team, will lead and manage the logistics and procurement aspects of Plan International’s supply chain operations in Rwanda.
This is an exciting time for Plan International, as we embark on a new strategy which places an increased focus on girls’ rights with an ambition to take action so that 100 million girls can learn, lead, decide and thrive. This is an opportunity to help Plan have a real impact on how it delivers projects and responds to emergencies by improving logistics and procurement performance in both project locations and in back office support at the country office level. This role, providing hands on direction, expertise and management to logistics and procurement function, will assist greatly in the delivery of Plan’s work and will help achieve greater impact in our work with children.
Dimensions of the Role
- This role will give the post holder an opportunity to lead the Logistics and Procurement function within Plan International Rwanda. The Country Logistics Manager is ultimately responsible and accountable for all logistical and procurement aspects of the activities supporting Plan International’s country programs. They will ensure all activities are completed to enable and support effective project delivery performed in a way that fully adheres to Plan procedures and practices as prescribed in Plan’s Operations Manual.
- Logistics and Procurement in the scope of this position will typically include Project Operational Planning, Procurement, Fleet, Assets, Inventory and Warehouse Management, Last mile delivery / Distributions and GIK (Gifts in Kind). The incumbent will also be responsible to oversee Safety & Security, Premises, including office & facilities management, contracts and legal compliance.
- Leading functional management and support for all supply chain operations settings, across a broad range of projects from long term development projects, to rapid emergency response.
- Contributing with technical inputs in project operational design and planning, enabling effective and efficient delivery to meet project outcomes and reporting.
- Manage all procurement activities including contracting of goods, services and works suppliers.
- Managing and developing key stakeholder relationships (internal and external).
- Responsible for ensuring that global policies and procedures are implemented and adhered to, with appropriate controls in place.
- Provide relevant technical input and responses to audits, evaluations and investigations as needed.
- Responsible for fleet and transport operations including identifying needs, acquiring and utilising a variety of transport assets to meet the project requirements. This will include the use of fleet management systems to monitor the costs and performance and prepare and review management reports.
- Ensure the team is able to work with and has knowledge of multiple institutional donors (both in emergency response and longer term development contexts).
- Responsible for day-to-day management for Logistics and Procurement staff.
- Manage recruitment, training and mentoring for logistics, procurement and administrative staff as necessary.
- Contribute input into global initiatives and projects, working closely with the Global Logistics and Procurement team as well as disseminating key information to relevant parties in the country office and integrating into day-to-day operations.
- Responsible for providing logistics and procurement input into longer term processes such as operational planning reviews, plans and budgeting, management reports, stock reconciliations, asset reviews and fleet analysis.
- Responsible for the management of all country assets including; asset purchasing, tracking, reporting, disposal and verification, as well as donor requirements for project assets.
- Responsible for the management of all inventories and warehouses, ensure processes and controls are in place and monitored, to ensure efficient use of resources, for example; minimising wastage.
- Ensure suitable accommodation and transport is in place for Plan visitors, together with guidelines and communication needs being met.
- Responsible for the management of Safety and Security and Communications, ensuring that the team is responsible for the identification, setting up and management of office and staff accommodation.
- Responsible for office closures as needed.
- Responsible for ensuring all Plan staff in country are suitably inducted and orientated on Logistics & Procurement as it relates to their roles.
- Provide operational support to project teams in the delivery of all projects, including non-traditional, non-direct supply chainactivities, such as working in consortia and with local partners, and working with markets and cash based delivery modalities.
- Ensures that the team follow appropriate communication, filing and paperwork procedures in order that it facilitates the smooth running of the office.
- Work with the rest of the Country Management Team to ensure that Plan adheres to its legal requirements and abides by all government laws and regulations so that it is able to work effectively and legally in the country.
- Work closely with HR and security staff to safe-guard and make accessible office premises, residential property and vehicle travel.
- Contribute actively to the Country Disaster Preparedness plan and ensure appropriate measures are in place.
- Responsible for overall logistics aspects during the emergency response including planning, site identification, office and accommodation set-ups, procurement, warehousing, last mile distribution and relevant reports as required.
- Responsible for all logistics and procurement related records during and after the end of the emergency phase.
- 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
Internally; engage across functional boundaries, reporting into senior management, being part of the core management team and working with all levels. They will also engage regularly with the Global Logistics and Procurement Team.
Externally; engage within and outside the sector to further Plan’s Logistics & Procurement operational objectives, including with INGOs, UN agencies, clusters and networks, government, partners and suppliers.
Technical expertise, skills and knowledge
· Tertiary education to Bachelor’s Degree level or equivalent relevant professional experience. Higher level qualifications in logistics/supply chain management/procurement, would be an advantage.
· Situational leadership skills including being able to lead by example
· Planning and organisation skills, on short and long time frames
· Knowledge and experience of project management
· Comfortable working at tactical operational and senior management levels
· Able to keep the big picture in mind and work in detail
· Able to work in a team and independently
· Able to set own and department objectives
· Professional integrity and accountability
· Works in an open and accountable way
· Significant experience in leading supply chains across multiple sites
· Solutions orientated focused on programme outcomes
· Problem solver—able to think out of the box
· Able to manage competing priorities
· Ability to manage and resolve conflict
· Strong technical skills in supply chain
· Knowledge of an ERP system
· Experience in preparing and submitting business cases
· Able to set own and department objectives
· Able to give clear direction
· Attention to detail
· Decision making
· Ability to work under pressure
· Communication skills including listening skills influencing and negotiation
· Comfortable facilitating meetings and bringing people together
· Budget skills including effective use of resources
· Desirable—experience in working in more than one country
· Desirable—languages, one of more Plan languages
· Desirable—experience in international supply chains and custom regulations would be an advantage
· Desirable—training and capacity building would be an advantage
· Knowledge or experience of the humanitarian sector would be an advantage
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
- 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
In this section, state “typical office environment”, or conditions such as “must work outside in an extremely hot and humid climate”. Also note if any protective equipment is required.
- Based in a typical office environment whilst in the Country Office.
- Where required, periodic travel to programme units and on occasion international travel may be needed.
Level of contact with children
Mid contact: Occasional interaction with children
Reports to: Country Director
Closing Date: 24th February 2019