Supply Chain Manager

The Organisation

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 know this is often suppressed by poverty, violence, exclusion and discrimination. And it is girls who are most affected.

Working together with children, young people, supporters and partners, we strive for a just world, tackling the root causes of the challenges girls and vulnerable children face. 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.

For over 85 years, we have rallied other determined optimists to transform the lives of all children in more than 80 countries.

We won’t stop until we are all equal.

SUMMARY OF THE POSITION

Supply Chain is the backbone of our operations. Within Plan International Sierra Leone, this role will ensure appropriate strategic direction is set, implemented and maintained for the Country's Supply Chain, aligned with our Global Strategy as well as Plan International standards and processes. The postholder will drive supply chain planning and engage proactive front-end Supply Chain support to meet project needs and requirements; achieving compliance with Donor rules and regulations, Plan’s own internal policies, procedures and systems, as well as upholding high standards of ethics at all times.

Responsible for the efficient and effective organisation and coordination of the Supply Chain Team, this is an opportunity to grow performance and expertise within the Country Office and across Programme Units (PUs) and Programme Implementation and Influencing Areas (PIIAs) strengthening internal control, processes, capacity and performance. With a strong analytical and problem-solving mind, you will be able to identify challenges and opportunities for innovative improvements and act as a leader for change.

The Supply Chain Manager is a member of the Extended Country Leadership Team (ECLT) of Plan International Sierra Leone.

DIMENSIONS OF ROLE

The role covers all areas of the Supply Chain at the Country Office level and supervision of Programme Units (PUs) and Programme Implementation and Influencing Areas (PIIAs) supply chain focal points through dotted line management. Cross-functional engagement with other teams is critical to ensure alignment of processes and efficient operations country-wide.

Supply Chain Management in the scope of this role includes:

• Technical processes across Operational Planning, Procurement, Assets, Fleet, Inventory and Warehouse Management, Distribution, Gifts in Kind, administration (premises, travel & accommodation, events, …), customs clearance in both Humanitarian and Development contexts
• Process performance analysis, monitoring and reporting
• Systems application, compliance and strengthening
• Team management and capacity strengthening
• Development of KPIs for Supply Chain activities; measuring and monitoring progress against objectives, ensuring targets are met to enable seamless synergies with other departments
• Provision of support and reporting to the Head of Operations in order to minimise financial and compliance risks throughout the Supply Chain

• Support in the selection of our partners and working with them on capacity strengthening and monitoring across their supply chain activities.

• Budget – (The Supply Chain Manager will have budgetary authority/responsibility, authority for procurement as provided for on the DOA)

• Staff – The postholder directly or indirectly line manages a Team of 12 at a Country Office level, and technically supervises the Teams of 2 field Programme Units. The team includes staff from Procurement, Logistics and Administration.
• Stakeholder Engagement – Internally, the postholder will engage across functional and geographical boundaries within the Country (Programme and Project staff, Finance, IT, Risk and Compliance, Programme Unit managers…). Externally there will be engagement within and outside the sector, including INGO, UN agencies, logistics clusters, HULO, Partners and Suppliers

Accountabilities

Maintain high management standards for all Supply Chain activities

• The needs of the Country Programme are planned, consolidated and appropriately sourced, with effective processes to achieve cost-savings, and compliance and minimise risk.
• The Country’s Fleet of engines (including vehicles, motorbikes and generators owned and rented) is fit for purpose to deliver Plan International's projects and is well managed.
• The storage and flow of goods in the Country’s supply chain enables timely project delivery, whilst maintaining consistent and appropriate controls.
• The Country has a planned, fit-for-purpose pool of assets (low and high value), and can effectively control, manage and report on them.
• Offices and other premises (incl. warehouses, accommodation) are managed as a country-wide portfolio, with needs and costs reviewed and anticipated regularly.

Leadership

• Accountable for overall Supply Chain performance, providing strategic direction for the function and ensuring it is well aligned to the organisational strategic objectives and Country Strategy.
• Develop the overall operational planning for procurement, fleet and assets, in liaison with respective user departments, and lead the implementation of the plan to realise the organisation’s objectives.
• Monitor overall process performance, manage continuous improvements in the department, and ensure regular reports are received including quarterly procurement planning analysis.
• Performance Management - Manage, motivate, develop and oversee the performance management of staff in line with the organisation’s systems, rules and regulations for HR management including staff evaluation, training and career planning.
• Act as the supply chain & logistics focal point for all grants/programmes, providing high-quality input at all stages of the project cycle including supporting the development of grant proposals covering all aspects of supply chain & logistics (supply chain plans, procurement plans, ensuring Plan International leadership in efficiency & effectiveness metrics, staffing plans, budgeting, etc.).
• Proactively engage with cross-functional Teams to ensure the inclusion of Supply Chain aspects in all areas of the organization from proposal development, budgeting, programme planning, inception and implementation.
• Provide supply chain leadership & management support to key programmes in the country, with emphasis on ways of working effectively with the different Programme Units.
• Lead on driving supply chain change initiatives through the country supply chain aiming for operational excellence in line with the Supply Chain Operations Manual.

Supply Chain Operations Management

• Responsible for the compliant and efficient execution of Supply Chain operations in line with Donor rules and regulations and Plan Global standards, policies and tools.
• Proactively input to the development of grant proposals covering all aspects of the supply chain (supply chain plans, procurement plans, budgets…) ensuring Plan International leadership in efficiency & effectiveness metrics, staffing plans, budgeting, etc.
• Lead on Procurement Planning development, analysis and strategic orientation for procurement activities within the Country ensuring efficient planning and allocation of resources.
• Develop a strong procurement structure with proactive market and supplier identification, and development of supplier framework agreements in line with overall Country Programme needs and requirements.
• Develop a sourcing strategy to make procurement activities more proactive and strategic in a manner to enable on-time, quality, and cost-efficient programme delivery.
• Strengthen the development, execution and monitoring of contracts with suppliers, ensuring all policy documents for Plan International are included (Child Protection, Anti-corruption and Anti-Terrorism Policy, Gender and Release from Liability Policy).
• Ensure efficient process turnaround, value for money and efficient use of resources (staff, assets, infrastructure)
• Fleet management processes and systems are implemented alongside careful data analysis to ensure that the fleet is optimised, rightly utilised and sized as per programmatic needs, mitigating risks and adhering to high standards of safety and security.
• The pool of assets is maintained, monitored and reported on to ensure it is fit for purpose and to comply with donor requirements.
• Offices are efficiently managed ensuring staff health and safety. All premises are appropriately, efficiently and regularly maintained.
• End to end Supply Chain costs are understood and monitored to ensure appropriate cost recovery to projects.

Supply Chain Excellence, Logistics and Procurement compliance

• Accountable for effective, compliant and cost-efficient Supply Chain management processes, measures and controls that ensure the right quality and quantity of goods and services are purchased at the right price and delivered to the right place at the right time.
• Certify that internal Supply Chain controls are always adhered to and safeguard the organization from loss or malpractice.
• Evaluate and control measures used to manage risk in all supply chain business processes and guide management in the development/improvement of control measures as necessary.
• Review all Procurement documentation ensuring compliance with the organisation’s policies, procedures and thresholds as per the operations manual.
• Ensure compliance with stores/warehousing, inventory and assets procedures which include physical checks/verification of goods and services received and implementation of efficient inventory management practices.
• Ensure appropriate fleet processes are in place to mitigate risk, improving safety and security.

Capacity Development and Stewardship:

• Conduct staff appraisals and monitor performance through mentoring, coaching, regular 1:1s and coordination meetings.
• Develop strong integrated working relationships with user departments to support the early identification of supply chain needs and also support the grants management team during proposal writing.
• Provide analysis, benchmarks and recommendations for determining effective resource utilisation.
• Lead and implement continuous improvement as a standard way of operating within the Supply Chain department.
• Provide oversight of the Supply Chain function, including the field Programme Units, building on process capacity and teams capability.
• Identify staff capacity building requirements through training needs assessments and skills gaps analysis.
• Develop a training and capacity-building plan based on any gaps identified from the needs assessment and through any other channels.

Supply Chain Through Partners:

• Close involvement in the selection process for Plan partners including due diligence process, proportionate monitoring of partner activities as well as providing capacity building, coaching and training as required.
• Ensure that partners’ supply chain-related reports (asset, stock are received and reviewed regularly as per the supply chain operation manual requirements.

Administration

• 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
• Supervise/facilitate conferences /workshops and visits arrangements.
• Ensure that Plan International facilities are covered by appropriate insurance and that a monitoring mechanism exists to ensure damages are promptly repaired by the insurer.
• Facilitate the annual insurance survey and submit quality reports to the headquarters.
• Ensure that the Country Office adheres to all aspects of the Country Agreement between Plan and the Government
• Ensure that required reports from Plan International to Government are sent promptly.
• Facilitate registration/renewal of registration with the Ministries.
• Ensure Plan complies with all country’s applicable laws and regulations.
• Ensure Plan maintains an appropriate registration, understands and complies with its requirements

Emergency programming

• Ensure that supply chain minimum preparedness actions are in place in line with the country’s ready-to-respond plan.
• Ensure training and capacity building for staff on the supply chain in emergency requirements including the emergency procurement procedures and thresholds.
• Identify the conditions for emergency procedures activation and submit the request to the appropriate circuit, supporting the relevant elements.

• Actively represent Plan International in the country supply chain coordination network Logistics Cluster, HULO) and apply any initiative benefiting Plan International, especially in emergency operations

  See details of the full Job Description.docx

Location: Country Office / Freetown with field visit

Type of Role: Supply Chain Manager

Reports to: Head Of Operations

Grade: Level 16

Closing Date: 31st July 2024

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

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. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Please note that Plan International will never send unsolicited emails requesting payment from candidates.