The Organisation
Plan International est une organisation humanitaire et de développement indépendante qui fait progresser les droits des enfants et l’égalité des filles.
Nous croyons au pouvoir et au potentiel de chaque enfant. Mais ce potentiel est souvent étouffé par la pauvreté, la violence, l’exclusion et la discrimination. Et ce sont les filles qui sont les plus touchées.
En collaboration avec les enfants, les jeunes, nos supporters et nos partenaires, nous nous efforçons de créer un monde juste, en nous attaquant aux causes profondes des problèmes auxquels sont confrontés les filles et tous les enfants vulnérables.
Nous soutenons les droits des enfants de la naissance à l’âge adulte. Et nous permettons aux enfants de se préparer et de réagir aux crises et à l’adversité. Nous faisons évoluer les pratiques et les politiques aux niveaux local, national et mondial en utilisant notre portée, notre expérience et nos connaissances.
Nous construisons des partenariats puissants pour les enfants depuis plus de 85 ans, et nous sommes maintenant actifs dans plus de 75 pays.
ROLE PROFILE
Title Supply Chain Manager (Local position)
One Year Contract – 4 months probation period
Functional Area Operations
Reports to Head of Operations
Location Country Office Travel required 15-25%
Effective Date Grade E
DIMENSIONS OF THE ROLE
• The Supply Chain Manager (SCM) is a member of the Extended Country Management Team (ECMT) and is expected to contribute to Plan’s understanding and strategic direction in the country;
• The Supply Chain Manager line supervises the Procurement Coordinator, Logistic Coordinator, Administrative Coordinator, and Security Officer,
• The Supply Chain Manager reports regularly to the Head of Operations (HoO) on the management of all legal risks associated with program delivery, including budget, people management, legal compliance and security. In the absence of HoO, the SCM reports to the CD.
• The Supply Chain Manager provides support services to Program implementation and influencing Areas (PIIA) in managing risks and remaining compliant in the delivery of cost-effective
• The SCM oversees the contract management includes relationship management and invoices reviews (for suppliers such as MTN or critical suppliers)
Summary of responsibilities:
The Supply Chain Manager is an integral part of the Extended Country Management Team and works under the supervision of the Head of Operations. This position is responsible for the effective management and support of the Administration and supply chain throughout the programs implemented in the country, in accordance with regulations imposed by PLAN INTERNATIONAL CAMEROON and donors. Core responsibilities include procurement, transportation, inventory, and asset management, legal risks associated
with program delivery, including budget, people management, legal compliance and security.
The Supply Chain Manager provides technical oversight and support to Program implementation
and Influencing Areas (PIIA) in managing risks and remaining compliant in the delivery of cost-effective programming.
The Supply Chain Manager:
• Collaborates and consults with the Programs and the finance departments to ensure integrated and harmonized operational systems.
• Works with the Country Financial Manager to ensure that internal control mechanisms operate with a minimum of bureaucracy.
• Works with supply chain staff in field offices and with PIIAMs to ensure the efficiency and consistency of the supply chain structure across the country, as well as the implementation of PLAN INTERNATIONAL CAMEROON policies and standard operating procedures.
• Implement job and site-specific training to ensure supply chain staff have the knowledge and skills commensurate with their responsibilities.
Key Responsibilities
Among the specific responsibilities:
Compliance: Ensuring that supply chain policies and procedures comply with policies, procedures and requirements of PLAN INTERNATIONAL CAMEROON and applicable funding sources. All Program Areas and staff act in accordance with the policies and SOPs.
• Maintain and update donor guidelines related the supply chain (procurement, assets, etc.).
• Update, as needed, PLAN INTERNATIONAL CAMEROON standards for assets / equipment to be purchased.
• Finalize procurement plans for all grants.
• Ensure that all donor reports on assets are completed and submitted on time to the Grants Department.
• Ensure that the asset registry is reviewed annually and that donor requirements are followed as needed.
• Familiar with the various regulations imposed by donors.
• Ensure efficient contract management includes relationship management and invoices reviews (for suppliers such as MTN or critical suppliers)
Training and Awareness:
• Proactively develop the capacity of PLAN INTERNATIONAL CAMEROON staff to understand and use supply chain tools and services for the design and implementation of quality programs.
• Work collaboratively with field staff to identify supply chain needs and ensure that issues are addressed during the development of the new budget.
• Ensure that all personnel in the supply chain area are aware of and in compliance with PLAN INTERNATIONAL CAMEROON standards in procurement, asset and inventory management, transportation, communication, etc., in order to be able to share this information clearly and promptly.
• Assist supply chain staff in working with program staff to develop procurement plans prior to the start of each grant, ensuring they are aligned with budget activities, in accordance with regulations imposed by donors, and realistic in terms of timing.
• Ensure that monthly supply chain reports are submitted by each sector. Ensure their analysis and follow-up as needed.
Personnel management:
• Practice excellent human resources management, supporting the development, promotion and retention of a motivated team, made up of qualified and experienced personnel.
• Team building and maintenance: establish, agree, communicate and monitor standards of performance and behaviors for the operations support unit. Team’s JDs, objectives, and key performance indicators (KPI’s) are agreed annually, and monitored and updated quarterly
• Identify gaps in staff and / or skills and ensure that these gaps / needs are met, support the recruitment of all staff in the supply chain area and oversee the department on a day-to-day basis.
• Provide feedback through regular performance reviews.
• Ensure that the disciplinary rules imposed on staff follow a progressive methodology that allows for clear and structured improvement.
• Develop a long-term, sustainable quality leadership plan, by implementing staff development plans and succession plans.
Compliance and management of country operation related policies:
• Policies and procedures: coordinates with relevant heads of Department/Section so that systems and processes are in place to comply with Plan global policies, standards and procedures and legal requirements in the areas of finance, administration & logistics, ICT and security.
• Security: oversee security planning and management in the country and ensure that all Plan offices (CO and PIIAs) have developed standard operating procedures (SOPs) and contingency plans consistent with global security policy and procedures.
• Health and Safety: oversees the development and implementation of health and safety standards in compliance with the host country laws and Plan’s global health and safety policy;
• Loss and Incident reporting: report timely and consistently all losses and incidents, including updates, to the International Headquarters
Strategic planning, reporting and support to programs delivery
• Strategic planning: contribute to the strategic development and management of the country Support to programs: Oversee the planning and delivery of all general services and logistical requirements of program work in line with established procedures e.g.: procurements, storage, transportation and distribution;
• Ensures there is an effective procurement plan designed and implemented for each project, from planning stage, to procurement and distribution to final beneficiaries.
• Budgeting: Participate in the coordination of the preparation, consolidation, analysis and submission of country and PIIAs budgets.
• Reporting: coordinate the reporting process, in particular quarterly and annual reports, including timely submission of all required reports and implementation of follow-up actions and recommendations.
• Dealing with Problems/Problem solving : Complexity of problems handled & the degree of investigation, analysis, & creative thinking required to solve them
• Ability to quickly understand and assimilate the complexity of Plan’s business model, systems and procedures, organizational structures and decision-making processes;
• Legal and regulatory: oversees the review of agreements and contracts and ensure compliance with the host country laws and regulation, ensure the interface with the legal advisors, timely report all potential legal cases to legal advisors as relevant;
Systems:
• Ensure that procurement takes place according to regulations imposed by PLAN INTERNATIONAL CAMEROON and / or donors.
• Ensure that staff members participating in the Canvass Committee are trained and understand their role.
• Ensure that roles within the supply chain are clearly delineated and with clear segregation of duties to prevent fraud and collusion.
• Ensure the updating of the list of pre-selected suppliers on a regular basis.
• Ensure that transport services are cost-effective and reliable.
• Guarantee the security of the warehouse and stocks, their good management and the recording of the necessary information.
• Ensure the proper management of property assets and materials, the regular updating of the list of assets and the disposal of assets according to PLAN INTERNATIONAL CAMEROON and / or donor regulations.
• Ensure that IT systems are reliable and provide the required levels of connectivity, and ensure the proper functioning of all IT networks.
• Supervise in collaboration with the ICT Manager the good working order of the communication systems used by the PLAN
INTERNATIONAL CAMEROON.
• Ensure that the supply chain Department is constantly working in collaboration with the Security Officers to maintain the required levels of security, vigilance and responsiveness.
Ensures the preparation and constant updating of Business Continuity Plans and participates in the elaboration of the Country Office Contingency and Response
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Essential
• University degree in supply chain management, logistics or business management or a
related
discipline.
• At least 5 years of progressive management and leadership experience.
• Prior experience working with donors such as UN Agencies, the European Union, and knowledge of specific guidelines imposed by donors.
• Field experience managing the operations of a large multi-site supply chain.
• Thorough knowledge and understanding of practical supply chain procedures and maintenance of supply channels in areas with weak infrastructure.
• Excellent organizational, interpersonal and communication skills.
• Excellent computer skills, including word processing and with spreadsheets and databases.
• Leadership qualities and willingness to show initiative.
• Willingness to participate and contribute as a member of a team.
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 organisation 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 maximise 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
• 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.
PHYSICAL ENVIRONMENT
The position holder will work in a typical office environment with some of his/her colleagues in the same office environment and others in the field.
LEVEL OF CONTACT WITH CHILDREN
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.
We strongly encourage female applicants.
