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Thursday, 28 April 2016

Logistics & Administration Manager

Posted By on Thursday, April 28, 2016

Founded over 75 years ago, Plan is one of the oldest and largest children's development organizations in the world. We work in 50 developing countries across Africa, Asia and the Americas to promote child rights and lift millions of children out of poverty. Plan is independent, with no religious, political or governmental affiliations.

Plan International has been working in Rwanda since 2007 with a major focus on four country programs:  Right to Access Quality and Inclusive Education, Right to Early Childhood Care and Development through United Communities, Right to Youth Economic Security through Active Citizenship and Right to Protection. Plan currently operates in Gatsibo, Kayonza, Rwamagana, Bugesera and Nyaruguru. Plan International Rwanda has recently entered into partnership with UNHCR as partner implementing Sexual & Gender Based Violence Responses and Child protection in all Refugees Camps across the country.

Plan has a strict child protection policy and guidelines that all staff must follow at all times. All staff are expected to help ensure all Plan associates know, understand and follow these and take an active role in the protection of all children from abuse and exploitation.

To facilitate the implementation of its activities, Plan International Rwanda is inviting applicants from suitably qualified Rwandan nationals to fill the following vacant position:

Position: Logistics & Administration Manager

Level: D2 Grade

Type of appointment: Full time contract 

Duty Station: Kigali, Country Office

Deadline for applications: 11th May 2016

Job summary
The Logistics & Administration Manager (LAM) will provide leadership and strategic direction for the Logistics and Administration function within the country according to Plan’s global principles, policies and global best practices cognizant with local environment and business needs (donor procurement requirements)

The Position will contribute and support successful implementation of the programs in Plan Rwanda through provision of effective and efficient Logistics and administration support. These include: procurement/purchasing, storekeeping and warehousing, accommodation (offices and residential), technical infrastructure (installations and equipment), transportation, contracts management, Fixed Assets, Fleet Management and supplier relations management. The Logistics & Administration Manager is in charge of the overall management of the Department.

Typical Responsibilities - Key End Results of Position:

“What” is done and “why”, but not “how”; include indicators for success

    Management of a performing team of logistics and administration support staff

    Recruiting and staffing of the Country Office Logistics Department in line with Management  decisions and the organization’s rules and regulations for HR management including staff evaluation, training and career planning;
    Will direct supervise the Logistics officer, the administration assistant, Front desk Secretary, Office Assistant and the drivers with dotted line supervision to PU Administrators. The LAM will be responsible for performance management of the Logistics staff, including, coaching, mentoring and capacity building for the purpose of building their skills and competences to perform their jobs more effectively and efficiently.
    The LAM takes responsibility for the output and results of his/her department with regard to measurable objectives that are mutually agreed with the Country Director.
    Ensuring that the department’s objectives are met (either continuously or on time when relevant), reporting progress and results to all stakeholders regularly and pro-actively;
    Creating a positive working environment in which continuous improvement, service-mindedness, transparency and open communications are key values.
    Up-to-date job descriptions for all of the department’s staff;
    written work instructions and procedures for non-routine jobs;

2. Development and implementation of Plan logistics and administration policies, strategies, systems and procedures.

    Review and/or develop Logistics and Procurement systems and procedures for use in the delivery of the Logistics services throughout Plan International Rwanda.
    Ensuring compliance of the organizational policies and procedures as far as supply chain functions are concerned. These will include, fleet management policies, procurement policies and procedures, asset management policies, relevant Standard Operating Procedures, etc
    Articulating measurable and feasible objectives for the department, following Plan International Rwanda’s Country Policies, Project Agreements and other relevant Management decisions;
    Participates in review and development Logistics strategies at Regional and country level as may be required. He/ she is expected to input into global processes in the area of logistics and administration management.
    Capacity builds teams on Plan Operational manual and assesses it application in the country context.
    Supporting country programs implementation through efficient and effective procurement of goods and services.
    Ensure effective and efficient management of the function at all times.
    Preparing of country Logistics/Administration reports and submits the same to the country director monthly and regional Logistics specialist quarterly.

3. Maintenance of sound supplies chains including development of Supply plans for all Programme/ projects and Grants, and warehousing.

    Develop and nurture strategic partnerships with Suppliers for the supply of goods and services for the purpose of quality program implementation.
    Support country programs implementation through efficient and effective procurement of goods and services. This includes, monitoring procurement spend, lead times and procurement status
    Review and approve the departmental procurement plans as proposed by the Administration officer, as well as the stock replenishment strategies proposed.
    Coordinates the drafting of project specific supply plans and annual logistic plans for the Country Office in conjunction with all stakeholders (department heads, CMT) and reports about progress. Provide feedback and advise on the Procurement Plans of the Program Units;
    Draft procurement tenders for advertisement following the Plan International Rwanda Logistics and Procurement Policy and guidelines, oversees open and closed tender procedures and performs bid analysis together with the Procurement Committee.
    Coordinates international procurement when necessary and manage the importation and customs clearance of goods with the support of the Logistics team. r
    Coordinate the supplier prequalification process together with the Procurement committee following the set guidelines and ensure the preselected supplier list is regular updated in line with the business demands.
    Frequently carry out a market scan to review the prices for goods and services and to ensure Plan International Rwanda is continuously getting value for money from the pre-qualified suppliers.
    Ensures the availability of a (preselected) Suppliers List and pricelist following a standard articles collection/assortment and make sure that the lists are up to date.
    Track procurement of goods and services and ensure adherence to the set deadlines for the procurement of goods and services.
    Develop and manage the supplier contracts for the supply of goods and services.

4. Fleet and Assets management including premises and field bases (in line with Standards Operating Procedures)

    Take responsibility for the Office fixed asset and stock inventories and to ensure the completeness of their records and regular updating of the register. Fixed assets reports to be generated  at any time on the technical condition, maintenance needs, lifetime/expiry (replacement, retirement), usage and returns of all physical assets including vehicles, (rented) compounds, buildings and their technical infrastructure;

    Performs regular needs analysis with regard to transportation for the Country Office and monitors service levels, taking appropriate action when necessary;
    Proposes fleet measures (additions and subtractions) by lease/rental as well as purchasing and advises about overhaul and/or retirement of vehicles and generators;
    Follows up on transportation issues forwarded by the Program Units
    Review the vehicles and generators weekly/monthly logbook-, trip-, and fuel records, monitors utilization, maintenance and fuel consumption and carry out monthly fuel and maintenance spend analysis. Consolidate into monthly vehicle and generators usage report as pre-agreed report format
    Ensure the correct implementation of the fleet management usage guidelines  at all times
    Maintain a country-wide vehicles and generators inventory and advises about vehicles and generators allocation.
    Review the vehicles and generators usage trends and recommend corrective measures to ensure balanced usage of the fleet. Review the fleet conditions and recommend measures for disposal.
    Monitor vehicles accidents and take corrective measures to mitigate against such accidents.
    Ensure timely and accurate preparation of accident/incident reports to the region.
    Take measures to safeguard the Plan Rwanda fleet at all times by ensuring, insurance covers are up to date, vehicles and generators are fitted with tracking devices, etc
    Develop or review Plan Rwanda fleet management policy and ensure compliance by all staff
    Manage staff transport at all times and ensure proper usage of the vehicles and generators by staff.

5. Support to Emergency Response activities.

    Participate in emergency Rapid assessments to identify procurement needs and other Logistics requirements to support effective emergency response.
    Support emergency responses in Rwanda, through proactive procurements of required goods and service for emergency response.
    Identify suppliers with capacity to support emergency response
    Carry out a market scan for goods and services for emergency preparedness
    Participate in emergency response meetings.
    Implement emergency procurement guidelines and procures for logistics and administration.
    Assesses feasibility of procurement requirements versus the timeframe and market availability of project requirement

6. Security Management (in line with Standars Operating Procedures)

    Ensures that all compounds are properly guarded and secured, both in terms of staff as well as facilities (fences, gates), takes appropriate corrective action when needed;
    Gives advice about and assists with guarding/security issues related to residential compounds in consultation with the residents;
    Issues guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, rules of engagement etc) and ensures their proper implementation.
    Ensure the safety of the office at all times by putting measures to mitigate against theft, or threat to office security.

7. Production, and analysis of logistics Reports and Compliance.

    Produces Weekly and monthly updates to management on major issues in the department.
    Produces the quarterly and annual environmental report for submission to the Regional office and IH.
    Produces the quarterly report on logistics and administration for submission to the Regional office on time.
    Prepare quality country Logistics/Administration reports and submits the same to the country director and regional Logistics specialist.
    Produces other reports on progress and share results to all stakeholders regularly and pro-actively, including audit actions;
    A monthly and quarterly logistics report, which includes a planning of specific objectives and the follow-up of their progress;

    Implements agreed Donor rules and regulations in procurement and usage of Donor funds and assets.
    Capacity builds CMT members on various systems, donor procurement and asset management compliance requirements.
    Keeps a record of all incidences and works with management to ensure actions and mitigation strategies are put in place.

8. Budget Management:
    Manage Office Logistics related budgets and ensure proper spending at all times.
    Support programs during the budget process in terms of providing information on procurement goods and the prices.
    Prepare the departmental budget at the end of the financial year and submit the same to the CD and CFM.
    Track departmental spend on monthly basis and proactively propose actions to avoid under or over spending.

Knowledge, Skills, Behaviours, and Experience Required to Achieve Role’s Objectives:

Gained through education, training, & experience

Education and Experience:
  •     Postgraduate/Master’s degree in Administration, Logistics or Business management field with 5 years of practical experience in similar position.
  •     A professional qualification and membership of recognized purchasing and supplies institution.
  •     Experience in environment with significant scale of country wide logistics management including procurements, export and imports.
  •     Clear exposure to Emergency contexts.
  •     Demonstrated  relevant progressive experience in similar posts
  •     Fluent in both English and French.
  •     Models and promotes efficient services.
  •     Instill customer care attitude in teams.
  •     Pro-actively seeks customer satisfaction feedback
  •     Promotes the development of effective systems and policies
  •     Promotes innovation and learning.
  •     Clear and effective communication.
  •     Models integrity.
  •     Networking with other similar roles in other organisations
  •     Builds motivated, proactive, effective and committed teams in all the support areas.
  •     To model best practices and excellence in support services delivery to plan and partners.
  •     Products and services comply with quality standards
  •     Ambitious, realistic and action oriented.

  •     Humanitarian context exposure and skills
  •     Capacity building and coaching skills
  •     Proposal review skills
  •     Planning and organizing skills
  •     Strong Supply chain issues and how they link with Project management
Problem solving skills
  •     Strong team building and motivational skills
  •     Ability to work in a multicultural and multidisciplinary environment.
  •     Strong negotiating, facilitating and influencing skills.
  •     Conflict resolution
  •      Advisory skills on technical and performance management matters.
  •     Good computer skills (MS Office)
Physical Environment and Demands:
  •     The position is based at the country office which is a typical office environment
  •     It requires travel to program unit operations and emergency sites, which may account for up to 25% of working time.
Level of Contact with Children:
    The position involves low interaction with children

How to Apply 
Please hand deliver your applications at the Front Desk of Plan International Rwanda Country Office in Kagugu, Plot number 821. Full Job descriptions are available upon request at Plan Reception during working hours.

Your application should include:-

A covering letter  (ii) A comprehensive CV (iii) Academy Certificates  (iv) Details of 3 referees, one of whom should be your current employer (v) Your most recent performance appraisal

Deadline for applications is Wednesday 11th May 2016 @ 5pm.

Please note that applications which do not meet the specified minimum requirements or are received after the closing date will be rejected. Only short listed candidates will be contacted. Qualified Women candidates are particularly encouraged to apply for this position. All application materials will not be returned.

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