The position holder will be responsible to the management of the Logistics and Administration function within the country according to Plan’s global Supply Chain principles, policies, global standards as well as best practices while taking cognizant of the local environment and business needs in line/engaging with the Country Strategy linking up to the Plan International Global strategy.

Management Scope, Reporting Lines, Key Relationships

Reports to: Head of Supply Chain and Administration

Direct Reports: 3 direct reports

Key Relationships

Internal: The job holder has a close internal work relationship with the following departments/units and/or functions: 

·       Finance for requested service provision, Vendor’s payment facilitation, budget management, and audit responses

·       HR and OD for requested service provision related issues, recruitment and performance management, overlapping areas in terms of office administration and staff related issues

·       BDD for requested service provision related issues and for contributing to project proposals

·       Program (Development and Humanitarian) for requested service provision related issues

·       Influencing and Commutation for requested service provision related issues

·       Sponsorship for requested service provision related issues

·       Program Areas Emergency Response Areas for requested service provision related issues, providing guidance and advisory, responding to approval requests, KPI Reporting and compliance issues, coordinating country wide Supply Chain deliverables and for coordinating audit responses

·       Internal Audit and Compliance for providing audit responses and managing developed audit action points

·       Country Director Office for requested service provision related issues and work permit and CD administrative benefit related issues

External: The job holder has a close external work relationship with the following

·       Ethio Telecom for communication related issues

·       Agency for Civil Society Organizations (ACSO) for work permit process, vehicle import and duty-free process, asset Disposal facilitations and differently organizational matters

·       Vendors or service providers for vendor performance assessment and resolving service provision bottlenecks

·       Building owners for collaboration in utilizing the rented-out buildings for PIE Office and rental issues on warehousing

·       Ministry of Finance, Customs Authority, Customs Clearing Agent for resolving custom clearing related bottlenecks

·       Other NGOs for common issues related in the industry and experience sharing

Level of Contact With Childtren 

·       Low contact: No contact or very low frequency of interaction

Physical Environment

·       The position is typical office environment

Accountabilities And Main Work Activities

Management and Oversight of the Logistics and Administration Functions (50%)

Asset Management

Ensure compliance with procedures and policies

·       Ensure assets are allocated as per requirements

·       Ensure Maintenance schedule is in place

·       Ensure Maintenance is done in time

·       Ensure movements of assets is monitored and tracked

·       Monitor the cost of ownership and assets status

·       Ensure appropriateness 

·       Report utilization

·       Ensure regular inventory checks and count are in place

·       Responsible for Periodic sample spot check

·       Responsible for inventory count

·       Ensure appropriate traceability of assets, from receipt, ownership, cost control and disposal

·       Lead on Disposal process

·       Ensure donor and internal rules are met

·       Replenishment plan is in place

·       Sign off and escalation to management

·       Yearly planning and budgeting

Fleet Management

Fleet Planning and Disposal

Define optimum Fleet size

·       Ensure appropriate Vehicle type selection in line with operational needs

·       Ensure timely and smooth Reallocation and disposal of assets

·       Manage the country fleet to reallocate, dispose of, or purchase vehicles to ensure an optimal and Responsible for costs being budgeted and recovered for

·       Make reception of new vehicles

Fleet Operation

·       Ensuring fleet is operated efficiently

·       Ensure compliance of assets and staff

·       Ensure accountability of the team within the process

·       Review budgets

·       Ensure costs data are maintained and regularly recorded and accurate

·       Ensure traceability of vehicle management and maintenance records

 Fleet Safety and Security

·       Ensure safety and security measures are updated and relevant, risks are mitigated and reduced, and regulations are followed.

·       Ensure all vehicles in the country have insurance policies in place, check the insurance policy for suitability and annual inspection is conducted

·       Plan for Training on safety and security

·       Work with security department on common matters

·       Escalate any significant fleet risks to the CMT

·       Ensure all staff meet technical and administrative criteria to manage their function (driver, mechanics, fleet staff…)

 Fleet Reporting and Management

·       Reporting to management

·       Review spends

·       Ensure data management adherence

·       Fleet data is complete, accurate and reported for

·       Ensure fleet meets all KPI’s, if not, develop action plan to improve fleet efficiency

·       Ensure all vehicles are entered into the FMS

·       Ensure all cars are provided with a GPS tracking device

 Warehousing and Inventory

Approval for stock movement

·       Procedures for stock management are in place

·       Ensure staffing and systems in place

·       Warehousing strategy is in place vs overarching supply chain strategy

·       Ensure that standards are met

·       Procedures for warehouse management are in place

·       Review supply chain/procurement plans clarify and establish the warehouse space requirements

·       Analyse report and orient

·       Set up local SoP and strategies

·       Lead on bi-annual inventory

·       Ensure data is reported in time, accurately and reliable

·       Ensure warehouses and stock are optimum (stock levels and storage capacity)

Administration Management

Understand Health and Safety risks related to office management

·       Ensure premises are suitable for the current and future needs of the department/project

·       Understand Health and Safety risks related to office management

·       Ensure Premises are well managed, maintained and meet safety and security standards

·       Ensure the closure of premises is properly planned and authorized

·       Supervise office leases and utilities, security

·       Market assessment and sourcing of new property

·       Coordinate with stakeholders

·       Monitor flow of documents and activities

·       Ensure traceability

Custom Clearing Management

·       Lead Custom clearing and duty free processes including duty free processes

 Report & Team Management

·       Generate periodic Report on Admin, Procurement, Fleet, Stock & Asset and KPIs’

·       Responsible for Performance management of the team

·       Lead Recruitments, on boarding and performance management  

·       Diffuse departmental procedures and policies to the team

·       Training on departmental policies and standards

·       Capacity building of the team

 Leadership and Implementation (15%)

·       Contribute to the broader departmental level strategy as well as specific strategy on assigned areas indicated in the heading

·       Develop Logistics and Administration operational plan

·       Develop standard operating procedures and guidelines

·       Identify, manage and mitigate risk including fraud and corruption

·       Contribute to the broader departmental leadership as part of the department’s management team

·       Produces weekly, monthly and quarterly updates for key management decision making

·       on major administrative as well as logistics issues

Budgeting Planning, Monitoring and Utilization (15%)

·       Engage in project proposal and design including project budgeting as well as providing input to project proposals on key Logistics and Administrative aspects

·       Take part in annual budget planning to ensure budget allocation for smooth running administrative and logistics activities is monitored and utilized properly

·       Day to day management of apportioned cost budgets for assigned areas

Team Management (15%)

·       Recruit, grow and retain staff, performance management, including coaching, monitoring, capacity building, creating positive and enabling working environment

Contribution to Security Management and Procurement Processes (5%)

·       Serve as CO Security Focal person in the absence of Safety and Security Manager

·       Implement security procedures and guidelines as assigned or delegated by Safety and Security Manager

·       Support procurement process as member of a procurement committee as well as further engagement in procurement practices based on assignment from line manager

 Safeguarding Children and Young People (Safeguarding) and Gender Equality and  Inclusion (GEI)

·       Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.

·       Ensures that all staff in the unit/function/department are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;

·       Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.

·       Ensures that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

Leadership and Business Management Competencies 

Leadership Competencies 

·       Set and communicate ambitious but realistic work goals and priorities, explaining how these contribute to Plan International's purpose.

·       Set high standards for self and others' behaviour, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.

·       Hold self and others to account for what we have agreed, dealing with poor performance quickly, firmly and constructively.

·       Create a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.

·       Collaborate with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.

·       Motivate and developing others by taking an interest, giving constructive feedback and praise, ensuring they are properly trained and helping them develop their potential.

·       Accept change and support others in adjusting to it, helping them understand.

Business Management Competencies 

·       Are aware of the values and the global strategy and understands why Plan International’s purpose is so important in advancing children’s rights and equality for girls globally.  Understands and applies the principles of safeguarding and protection of the vulnerable populations with which Plan International works.

·       Are aware of the processes, institutions and organisations that shape the development and humanitarian context. Understands their local operating environment, demonstrating political, social and cultural awareness.

·       Are aware of the different structural and governing elements, including national organisations, global hub, regional hubs, country offices, liaison offices, members assembly, international board, and the leadership team. Are aware of Plan International’s main sources of funding and knows where to find company information.

·       Applies the Code of Conduct principles to their work activities.

·       Can succinctly articulate the purpose, values, and global strategy to a range of audiences. Can explain how Plan International will deliver on its objectives through the theory of change and communicates the implications for their team.

·       Understands the purpose, lines of accountability and decision-making capacity for each structural element of the organisation. Helps their team to understand where they sit within the organisational structure.

·       Supports their team to understand the local operating environment and to consider the implications for work activities. Adjusts work activities and practices to reflect the political, financial, social and cultural context.

·       Regularly undertakes and interprets risk assessments, assigns ownership of risks, and manage oversight.

·       Regularly communicates and discusses risk at department, project, and programme level.

·       Identifies current and future personnel needs aligned to the workforce plan. Manages risk by reviewing capability and capacity against future requirements.

·       Aligns team plans to the annual plan, avoiding duplication of work activities and setting appropriate budgets and objectives. 

·       Are aware of the local business environment, including financial, employment, and business laws.  Seeks input from internal and external professionals with specialist knowledge where necessary.

·       Incorporates digital and technological solutions into workforce plans to reduce complexity, solve problems and optimise working practices.

·       Works according to a budget and uses the relevant financial systems.

·       Understand how to manage risk at a team level for each of Plan International’s core standards:

·       Understands the procurement cycle and supply chain, including the importance of good procurement planning.

·       Involves the procurement team at the correct stage of the procurement cycle, considering the implications of delays.

Job Requirements

Qualifications and Experience Requirements 

Qualifications/Experience Essential:

·       Education at BA Degree level or equivalent study in fields such as Supply Chain Management/ Logistic Management/ Business Administration or related field of studies

·       At least 7 years of relevant experience as Logistics & Supply Chain management which at least 3 years in managerial position with NGOs in leading Logistics &Supply Chain.

·       Ability to communicate effectively and authoritatively on area of expertise.

·       Ability to develop effective working relationships across a network

 Essential Skills

·       Planning and organisation skills on short and long-time frames

·       Strong negotiating, facilitating and influencing skills

·       Strong decision-making skills

·       Strong analytical and problem-solving skills

·       Communicates clearly and effectively

·       Strong team-building and motivational skills

·       Networking and partnership development skills

·       Good interpersonal and public relation skills

·       Good time management skills

·       Proficient in computer skills and use of relevant software and other applications

·       Knowledge of an ERP system

·       Strong technical skills in supply chain, and knowledge and experience of project management

·       Solutions orientated focused on programme outcomes

·       Budget skills including effective use of resources

·       Experience in preparing and submitting business cases

·       Influencing skills and ability to provide attention to detail

 Qualifications/Experience Desirable:

·       Certification in Supply Chain Management is preferred

·       Training and capacity building would be an advantage

·       Experience in international supply chains and custom regulations would be an advantage

·       Knowledge of the humanitarian sector trends and constraints would be an advantage

·       Additional experience in supply chain management is a plus

Languages Required

·       Fluency in English language is essential

·       Knowledge of local languages is a desirable

Plan International’s Values in Practice

We are open and accountable

We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

 We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.

How to Apply

The closing date for the application is September 12, 2022. Qualified candidates should submit their application with the below links

• For external applicants - THISLINK

This position is only open to Ethiopian Nationals, who must be eligible to live and work in Ethiopia.

Note that:

• For further detail please follow the link.

• Only shortlisted candidates will be contacted for further assessment.

• Female candidates are highly encouraged to apply.

• Follow the instruction provided above

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

More information about Plan International can be found on http:// plan-international.org

References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all persons meeting the skills and experience required.

As an international child centered community development organisation, Plan International is fully committed to promoting the realization of children's rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk. Female applicants are highly encouraged to apply.