Oficial de Logística Tempo Inteiro

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 this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected;
• Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children;
• 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;
• We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

In Mozambique, we are working to eradicate early marriage and early pregnancy through projects that focus on adolescent girls in Inhambane and Nampula. These projects are programmed along our three strategic pillars: Girl Education, Sexual Reproductive Health Rights, and Youth Economic Empowerment. Our work is gender transformative and includes influencing work at national and sub-regional level.

Accountabilities – Key end results of the position

Logistics and Supply Planning

• Support the development of correct and relevant Logistics and Administration plans to ensure effective program delivery;
• Effectively use/implement, continuously monitor and review the logistics plans to support program delivery;
• Consolidate and coordinate logistics requirements across projects where applicable while keeping a balance with other operational aspects to ensure effectiveness;
• Utilise the logistics plan to support critical decision making, proactive stakeholder engagements, to guide critical steps to achieve optimum performance and ensure good customer service to user departments;
• Timely and cost-efficient logistics service provision to projects;
• Support emergency projects including preparedness activities;
• Effectively support all start and end projects related to logistical arrangements.

Assets and Fleet management.

• 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 CO and monitors service levels, taking appropriate action when necessary while also coordinating with and supporting the PA Logistics & Procurement Coordinators for the PAs;
• Proposes fleet measures (increase-replenishments and decrease-disposal) looking at possible leasing/rental options as well as purchasing and providing key technical analysis, management information to advise and recommend appropriate action for fleet efficiency and optimisation;
• Monitor and Review the vehicle weekly/monthly reports, logbooks, trips, and fuel records, utilization, maintenance and fuel consumption as well as carry out monthly fuel and maintenance spend analysis and take timely and appropriate measures to address anomalies;
• Manage CO vehicle inventory including taking responsibility for vehicle allocation;
• Monitor vehicle accidents and ensure timely and accurate preparation of accident/incident reports to the region;
• Take measures to safeguard the Plan Mozambique fleet at all times by ensuring, insurance cover is up to date, vehicles are fitted with tracking devices, e.t.c;
• Ensure compliance with fleet management policy by all staff;
• Manage staff and visitors transport at all times and ensure proper usage of the vehicles and motorbikes by staff, including those in the field in close liaison with the Logistics and procurement Coordinators;
• Ensures the proper functioning and operation of technical installations (water, electricity, drainage);
• Ensure proper and smooth running of the office equipment’s, including backup power; voice- and data, printers, etc. in close liaison with the IT technical support where available and necessary;
• Liaise with the Executive Assistant & Administration Assistant to implement health and safety recommendations for the office, and in asset usage;
• Establish & maintain the record of all Plan vehicles and motorbikes with all relevant details;
• Ensure all Plan vehicles and motorbikes are fully licensed and insured according to local laws;
• Ensure all CO vehicles/motorbikes are parked in a safe and secure place;
• Ensure accidents involving vehicles /motorbikes are reported promptly within 24 hours through the management line/ Logistics, Procurement & Security Manager including written reporting requirements in the correct formats in line with the organisational policies.

Property management Support

• Ensures all precautions for asset and office security are maintained at all times;
• Checks and ensures utilities such as electricity, water and office communication systems are properly functioning and arrange timely maintenance as required and in close liaison with other Administration, Logistics, Procurement & Security staff;
•  In close liaison with the Administration and other Logistics staff, closely follow up and manage property landlords requirements as well as all other aspects for leases, contractors, transporters and others;
• Implement health and safety recommendation for the office, and in asset usage.

Inventory and Asset register management and maintenance

• Record all Plan assets at CO level in the asset register and update accordingly as well as liaise with and obtain the Program Area (PA) asset registers for consolidation into one Country register;
• In close liaison with the Logistics, Procurement and Security Manager, coordinate asset disposals according to Plan policy and procedure;
• Carry out asset counts according to Plan policy and procedure
• Ensure that asset insurance is in place and monitored to minimise loss to Plan International Mozambique;
• Periodic asset verifications and follow up on discrepancies;
• Ensuring all assets are tagged and registered in line with the organisational procedures;
• Contract management, monitoring and review in line with country legal frameworks and related in close liaison with the Logistics, Procurement and Security Manager;
• Logistics Administration related Security management arrangements and implementation in line with Plan International policies and procedures;
• Ensures that all compounds are properly guarded and secured, both in terms of staff as well as facilities (fences, gates), take appropriate corrective action when needed;
• Gives advice about and assists with guarding/security issues related to residential compounds in consultation with the residents and other Logistics, Procurement and Administration staff;
• Manage and Issues guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, rules of engagement e.t.c) 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;
• Ensure proper filing and record keeping of all key processes and documentation;
• Warehousing, Stock management and Distribution support and logistics;
• Be responsible for all stocks management including correct receipt, movement, and dispatch including use of correct documentation, control, monitoring, verifications e.t.c (Waybills, Stock registers, Bin cards, Stock Receipt Notes, Dispatch registers e.t.c) 5. Periodic stock verifications and reconciliations including follow up on discrepancies;
• Produce weekly/monthly stock records to keep users informed about stock receipts and status;
• Produce donor stock records and reports including the end of project requirements;
• Liaise with the Procurement Officer and Technical leads to ensure the correct receipt of goods;
• Manage casual staff records;
• Follow up with Programme leads on the distribution plans and ensure timely release of items;
• Manage transportation suppliers including coordination with the Procurement officer and the field teams to ensure an efficient transportation service.

Technical expertise, skills and knowledge

Essential

• Degree in Business Administration or Management or equivalent;
• Certification or Diploma in Procurement or supply chain management;
• 4  years relevant working  experience in a similar role;
• Strong experience in working with donor funded projects e.g. USAID, CIDA, etc.;
• Strong Analytical skills;
• Ability to work well with others under deadline situations and respond to changes in priorities;
• Ability to interpret and work in accordance with laid down procedures;
• Excellent interpersonal skills;
• Proficient in computer skills and use of relevant software and other applications, e.g. word processing, spreadsheet, database, internet;
• Ability to multitask and deliver on set deadlines.

Desirable

• Knowledge of using SAP.

Annual remuneration – 672,000.00MT plus benefits

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.

A range of pre-employment checks will be undertaken in conformity with Plan International’s Child Protection Policy.

As an international child-centered community development organisation, Plan International is fully committed to promoting the realisation of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

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. We must not contribute in any way to harming or placing children at risk.

Plan International operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.