The position holder will be responsible to find new ways of working, systems and tools with the objective of bringing operational excellence to the department. The job holder ensures compliance organization and donor policies as well as provide through analysis of KPI to measure the departments performance.

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Accountabilities and MAIN WORK ACTIVITIES

Strategic Leadership and Implementation (10%)

•  Support Develop Supply Chain and Admin strategy and operational plan aligned to PIE’s five years country strategic plan

• Support Develop/ Adopt/ Review systems and procedures related to Supply Chain, Admin and ICT services throughout Plan Ethiopia.

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

• Provide productive input in the development and/or review of Supply Chain Strategy at GH or regional level as may be required

• support departmental risks are identified, mitigated and managed adequately including fraud and corruption

• Initiate, support & Lead the preparation of project specific supply plans and annual Supply Chain & Admin  plans of the Country Office and field offices

• Carry out strategic tasks delegated by Head of Supply Chain & Admin

Establish Departmental Systems and Controls Leading towards Operational Excellence (20%)

•  Identify and establish systems that will bring departmental efficiency in collaboration with various stakeholders and at all levels

• Contribution to the broader departmental level strategy as well as specific strategy on assigned areas indicated in the heading

• Contribute and coordinate the department’s operational plan

• Develop standard operating procedures and guidelines

• Develop checklists for standardized departmental processes

• Provide technical input in the development of various SOPs and Manuals

• Create a centralized database management systems for the department that enables complete and easy retrieval of important documents for various purposes and stakeholders

• Organize periodical meetings with stakeholders and department staff for performance review, collecting feedback and others

Ensure Departmental Compliance in line with Donor and PIE Policies and Procedures (10%)

• Ensure compliance to donor and organizational policies

• Follow up and implementation of audit actions

• Advice on the various grant rules and regulation and monitor transactions to ensure compliance at all times

• Conduct logistics compliance checks on country and field offices 

• Provide technical support to other departments on compliance issues

• Participate in the preparation and final review of donor proposals and reports where required

• Check a sample transaction monthly to ensure donor compliance – typically high value purchase/tenders, flights, assets etc.

• Scrutinize selected procurement processes in all fields and in Addis for its correctness and PIE and donor compliance.

• Conduct monitoring visits to field locations meeting with the various department staff

Define, Compile and Analyze Departmental KPIs and Performance Monitoring (25%)

•  Collaborate in defining departmental KPIs, reporting mechanisms

•  Coordinate the timely submission of periodical reports to the CO

• Compile received reports and conduct analysis of departmental performance at all levels against KPI and report to Management periodically

•  Identify and track improvement actions plans and design systems and tools to carry them out

Field Support and Capacity Building (25%)

• Actively engage in emergency response start-ups: rapid assessments, operational setup

• Coordinate and fulfil gap filling requests

• Travel to field offices for compliance monitoring, addressing compliance related bottlenecks, taking part in investigation processes as assigned and others

•  Develop annual training plan of the department

• Develop capacity building training on policies, procedures, systems and processes

•  Take part and contribute to the identification, assessment, capacity building & support, monitoring and coordination of partners

• Support field and CO in recruitment of supply chain & admin staff including onboarding

Subject Matter Expert for Supply Chain ERP System (10%)

• Provide technical support to staff in resolve ERP bottlenecks in liaison with GH/RH

• Collaborate with GH and various SME of countries to get up-to-date on changes and requirements in the ERP System

• Collaborate with other SMEs within PIE in providing induction and capacity building trading and refresher training  to new jointers and existing staff

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

• Understand and put into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC).

• Ensure 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.

• Ensure 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.

Job Requirements

Technical Expertise, Skills and Knowledge

Qualifications and Experience Requirements 

Qualifications/Experience Essential:

• Education at BA Degree level 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 organization 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(Procurement, Fleet, Warehouse, Asset, Logistics, Admin), 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

How to Apply

Register using the following LINK

Note: Female candidates are highly encouraged to Apply