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.
Job Title: Country Logistics Manager
Dimensions of Role:
The Country Logistics Manager is ultimately responsible for overseeing all administrative, logistical and procurement aspects of the activities supporting Plan Ghana’s programs. S/he ensures all activities are done according to Plan procedures and practices as prescribed in the FOB.
The Country Logistics Manager is a member of the Country management team of Plan Ghana.
Key End Results and typical Responsibilities:
“What” is done and “why”, but not “actions” or “how”; include indicators for success
- Nurture good relationships with the Government of Ghana
- Ensure that Plan adheres to all aspects of the Country Agreement between Plan and Ghana 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 Ghana Government are sent in a timely manner.
Translate global legal management standards into reality in Plan International Ghana
- Ensure Plan complies with all applicable laws and regulations in Ghana;
- 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 risk that is likely to hamper continuous delivery of procurement activities and monitor the mitigating actions that will have been designed;
- Ensure periodic updates are provided to staff;
- Ensure relationship with suppliers and service provider are well nurtured and free from any conflict of interest with the Administration team.
Ensure a professional management of Plan International Ghana’s assets and inventories
- Ensure assets are tagged and monitored, and an asset count exercise is conducted at least once every year;
- Ensure assets disposal is carried out in due respect of organizational procedures and sound documentation is kept of the process;
- Ensure that Plan International Ghana’s facilities are covered by appropriate insurance policy and a monitoring mechanism exist 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 within, using the incident/loss notification form in 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 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 at all times 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, on-the-job training etc.;
- Ensure timely and quality appraisals of supervisees and professionally address poor performance issues without bias.
Dealing with Problems:
Application of knowledge required for the role, complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them.
The Country Logistics Manager must be proactive in solving problems thus requiring creative thinking and experience to achieve this.
- Turnaround time on contract management and drafting and reviewing all contracts;
- Appropriate documentation on logistics and Fleets Management;
- Addressing the numerous request on Fleet Management;
- Turnaround time to complete procurement processes.
Communications and Working Relationships:
Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact
Must be a good team leader who promotes cordial relationship amongst members of the team and share the organizational goal.
Collaborate with all following departments:-
- Human Resource
- Grants and Sponsorship
- Line Government Ministries
- Plan’s Legal Retainer
- Development Agencies
- Other International NGOs
- Suppliers and Partners
Experience, Knowledge, Skills and Behaviours Required to Achieve Role’s Objectives:
Successful candidates should possess:-
- Master’s 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 NGO environment.
- Sound knowledge of SAP software would be an added advantage.
- Excellent technical knowledge in general administration.
- Knowledge of operational and logistics support in volatile emergency conditions is an advantage.
- Knowledge of logistics and procurement procedures to support a changing program
- Firsthand 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.
- Excellent written and spoken English.
- Proven skills in the full range of general Administrative needs including data management, logistics and supplies, fleet management and maintenance.
- Skills in developing direct reports in procurement and stores management.
- Communication – excellent negotiation and influencing skills in multi-cultural contexts
- Be in the position to develop team spirit within the department, so that individual output can be of an acceptable standard.
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 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.
Physical Environment and Demands:
May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc.
This position requires 30% of travel within Plan program units and 70% on office related activities in CO.
Level of Contact with Children:
Low contact: No contact or very low frequency of interaction
Low contact – the job responsibilities of this position does not require the post holder to have any one-to-one contact with children on a daily basis. There would be occasional contact with children and it is expected that children shall be protected at all times.
HOW TO APPLY
Follow The Link Below
Interested applicants should submit the following documents to the email address provided below, not later than 29th December, 2017
- Detailed Curriculum Vitae, stating current and latest posts (WITH DATES) as well as summary of job responsibilities, together with a cover letter;
- Certified photocopies of relevant certificates of highest academic qualification, as well as national service certificate (if applicable);
- Names, e-mail addresses and telephone numbers of three (3) Referees (work-related);
- Personal contact telephone numbers and e-mail addresses.