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Procurement Coordinator

Publiée le 22.06.2022

Entreprise

Site Internet : http://plan-international.org/guinea
Secteur d´activité :
Activités associatives
Offres d´emploi : Voir toutes nos annonces
Plan International est une organisation de solidarité internationale qui intervient dans les régions les plus pauvres du monde pour faire... lire la suite

Détails de l'annonce

Poste proposé : Procurement Coordinator

Role Purpose: 
[A concise statement, capturing the primary reasons that this role exists and a clear articulation of the context of the role. How will this role contribute to creating lasting change for children?]

  • This role will support Plan’s work in Guinea by ensuring procurement is aligned with organizational standards and best practices.

Accountabilities
[This section is critical for clarifying expectations of the role, providing the framework for its relationship with colleagues and providing areas of accountability against which performance can be managed.
This should include a series of brief statements that define the end results required. E.g. drive, contribute, identify, manage, responsible for, advise/coach, build, develop, provide, conduct, oversee, establish, participate etc.
Statements should ideally be worded so that they will lead to thoughts of measurement.  For example, it is better to state something like "achieve maintenance standards" than "undertake maintenance".  The former leads to a measure against the maintenance standards.]
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;
  • Make a periodic updates and provide the information to the staff on their requests;
  • Do a regularly assess risks that are likely to complicate continuous delivery of procurement activities and monitor the mitigating actions that will have been designed.
  • Maintain a good business relationships between Plan and suppliers/service providers with free from any conflict of interest with the procurement team.

Ensure compliance with Plan International Guinea’s procurement procedures

  • Accurately enter suppliers data in SAP following their validation
  • Raise Request for Quotations in SAP and direct them to approved suppliers depending on thresholds involved.
  • Liaise closely with IT Manager in terms of specifications of IT materials and obtain his/her approval before processing any request for IT equipment.
  • Interact with the Procurement Committee (PC) for timely opening of quotes/bids and assessment.
  • Prepare canvas sheet to be reviewed by his/her supervisor for all procurement below the threshold of the procurement committee.
  • Collect procurement needs resulting from programs and projects and translate them into a consolidated procurement plan using the WACA template
  • Update the procurement plan on a quarterly basis
  • Monitor the implementation of the procurement plan for timely delivery of goods and services.

Provide a periodic requisition processing status update to all the staffs

  • Prepare/update the weekly status report of progress in processing requisitions received;
  • Submit  the report to his supervisor for review and share to all Plan International Guinea’s staff every Friday
  • Keep good record of all requisitions received following their entry in SAP
  • Make sure only duly approved requisitions are entered in SAP.

Ensure payment of goods and services in compliance with standards in place

  • Upon receipt of invoice, cross-check to make sure that the quantity on the invoice matches with the purchase order and the delivery note;
  • Prepare payment requests with all supporting documents, reviewed by finance and approved by admin before final submission to finance for payment.
  • Ensure that all invoice is processed within seven (7) working days of receipt
  • Prepare forecast in agreed template and submit it to Finance with copy to supervisor on a monthly basis

Develop a suppliers roster and monitor its periodic update

  • Conduct a fair and transparent process to develop a supplier database for Plan International Guinea
  • Coordinate the annual updating process
  • Ensure suppliers are assessed as soon as work is completed and assessment sheets are kept securely in view of the annual update.

Develop and monitor a price list for Plan International Guinea

  • Prepare and send out requests for prices to approved suppliers
  • Coordinate with the Procurement Committee (PC) assessment
  • Get Long Term Agreements (LTAs) signed with selected suppliers and share information with Program Units
  • Ensure Plan meets obligations resulting for  it from LTAs

Jointly monitor with Finance Department Goods and Invoices Received in SAP

  • Once a week, check with other Admin colleagues GR/IR status in SAP
  • Meet with finance once a week to analyse GR/IR report and take corrective actions.

Monitor the procurement email box

  • Consult the Plan Guinea procurement email box at least twice a day
  • Cascade request for information to whoever is in position to answer.
  • Make a summary and share with suppliers without signing with his/her name.
  • Periodically change the password of the email box and share it with the supervisor

Others:
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.

Profil recherché pour le poste : Procurement Coordinator

Technical expertise, skills and knowledge
[This section details the skills, knowledge and expertise the post holder will be required to demonstrate in doing the job well.
This should include clear levels of technical expertise and skills that support our work at national, international, and global level.]
Essential

  • A recognized Diploma in Procurement or similar qualification from a reputable institution of learning;
  • A minimum of five (5) years of relevant experience managing procurement in a reputable organization environment
  • Good understanding of procurement processes and linkages with other operations.
  • Team working skills with attention to contributions from other team members
  • Capacity to prioritize and manage various workloads with short deadlines in fragile and culturally dynamic environments.
  • Diplomatic and interpersonal skill including negotiation and influence skills.
  • Capacity to work with many stakeholders belonging to different professional environments.
  • Excellent IT knowledge, especially capacity to use common applications, Word, Excel, PowerPoint, email and Internet.
  • Loyal, honest, trustworthy and respectful of procedures.

Desirable

  • Good communication skills. Comfortable working with colleagues from different cultures and various internal departments;
  • Good writing skills in English.
  • Preference for team work and a collaborative working environment
  • Great availability;
  • Great listening skills, discreet and tactful.
  • Sensitive to cultural and social conditions.
  • Commitment to continuous learning; willing to update knowledge in logistics field.
  • Ability to respond/manage multiple demands from various sites/departments
  • Work experience in an INGO
Critères de l'annonce pour le poste : Procurement Coordinator
Métier :
Métiers de la santé et du social
Secteur d´activité :
Activités associatives
Services autres
Services collectifs et sociaux, services à la personne
Type de contrat :
CDD
Région :
Conakry
Niveau d'expérience :
Expérience entre 5 ans et 10 ans
Niveau d'études :
Bac+3
Nombre de poste(s) : 2

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