ACCOUNTABILITIES
Operational Management and Oversight
1. Logistics and Operational Support (20%)
• Coordinate Fleet management as per the Global Fleet Policy and donor guidelines
• Coordinate receipt, allocation, transfer, maintenance and appropriate disposal of Fleet
• Review fleet right sizing on a yearly basis
• Ensure all fleet movements are planned and optimised.
• Monitor, update and document all fleet costs (paperwork and FMS)
• Ensure all vehicles are maintained and inspected on time according to manufacturers’ guidance and operations. Arrange any repairs, defects, or breakdowns.
• Ensure valid driving licenses for all drivers.
• Facilitate training sessions and share knowledge with the fleet team.
• Ensure data is input regularly and correctly in FMS and produce and submit monthly fleet report
• Review fleet data accuracy, monitor fleet costs and Provide projection on fleet costs.
• Arrange transportation from suppliers to the office/warehouse, as necessary.
• Check and sign each vehicles log-sheet every week, develop history file for each vehicles & motorbikes.
• Approve and sign weekly/monthly logbook, trip, and fuel records, monitors utilization, maintenance and fuel consumption for all vehicles
• Maintain a vehicle inventory for the offices and advise about vehicle allocation; carry out a monthly analysis on office and rental vehicles usage for decision making
• Process travel arrangements of Plan staff/visitors for international/domestic sectors.
• Coordinate and manage effective administrative and office support services to ensure the smooth, efficient, and compliant operation of the Country Office and field offices
2. Procurement Management 20%
• Coordinate procurement processes for goods, services and works in accordance with Plan International procedures.
• Review Purchase Requisitions (PRs) to ensure appropriate specifications, approvals, budget information and supporting documents are available.
• Coordinate RFQs, RFPs, tenders and other sourcing processes according to applicable thresholds and procedures.
• Ensure appropriate competition, transparency, fairness and segregation of duties throughout procurement processes.
• Prepare and/or review bid analysis, evaluation documents, tender committee submissions, purchase orders and contracts.
• Support negotiation with suppliers to achieve competitive prices, appropriate quality, delivery schedules and favourable contractual conditions.
• Ensure procurement transactions are properly recorded in SAP/ERP systems.
• Monitor procurement lead times and ensure timely delivery of goods and services
3. Asset, Inventory and Stock management 30%
• Manage inventory levels, including tracking stock levels, monitoring inventory movement, Investigate and escalate discrepancies and identifying opportunities for improvement.
• Timely update fixed asset registration according to the organization’s asset management policy
• Supervise all store transactions to be carried out in compliance with Supply Chain Policy and Procedures
• Coordinate Incident management of assets, Inventory and Stock
• Ensure appropriate utilisation of assets (safety, security, quality, cost) as per set guidelines.
• Organise and coordinate periodic inventory counts-administration.
• Report on inventory count results
• Prepare a list for disposal and reports for disposal and replenishment.
4. Customs Clearance Management (5%)
• Facilitate processes for clearing imported goods from the air or land ports ensuring that customs regulations are followed, and necessary tax exemptions are obtained
• Work with customs brokers to facilitate clearance, including submission of documentation and payment of duties.
• Prepare and review customs documentation, including commercial invoices, bills of lading, and certificates of origin.
• Ensure compliance with customs regulations, including tariffs, taxes, and trade agreements.
5. Team Management: (10%)
• Recruit, grow and retain staff, performance management, including coaching, monitoring, capacity building, creating positive and enabling working environment
• Initiate and lead different capacity development initiatives to the staff members including best practice and experience sharing
• Create a positive working environment in which continuous improvement, service-mindedness, transparency and open communications are key value
6. Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) Commitment (5%)
• Commit and contribute to an environment where children and adult program participants feel respected, supported, safe and protected;
• Never act or behave in a manner that results in violence including SHEA against a child, young person or adult or places them at risk of such violence;
• Be aware of and adhere to the provisions of the Safeguarding Policy, PSHEA Policy and COC of Plan International;
• Report and respond to safeguarding and SHEA concerns and breaches in line with the applicable procedures of Plan International;
• Maintain confidentiality of safeguarding and PSHEA concerns reported;
• Ensures that vendors are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day-to-day work.
• Ensures that Plan Sudan contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.
7. Dealing with Problems:
• Working effectively with multiple cultures and languages
• Working effectively to handle the logistics bottleneck and adopt strategies to deal with disruptive supply chain environment.
• Smartly negotiate and handle contract issues that will be in the interest of the organization.
• Given the wide scope of responsibility and limited resources, it is essential that the post holder is able to effectively manage a variety of tasks and clearly identify priorities.
• Analyse different supply chain context to put in place systems and resources for teams to operate efficiently and effectively.
• Working in an environment where rapid change might suddenly alter priorities
8. LEADERSHIP COMPETENCIES
• Set high standards for self-behaviour, inside and outside work. Championing our values and commitment to rights, gender equality and safeguarding. Supporting the health, well-being and both physical and psychological safety of our staff, including their safety to speak out.
• Hold self to account for what we have agreed, dealing with poor performance quickly, firmly and constructively.
• Create a positive team spirit, helping people work well together, to reflect and continuously improve the efficiency and quality of what we do.
• Collaborate with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
• Accept change and support others in adjusting to it, helping them understand.
9. BUSINESS MANAGEMENT COMPETENCIES
• Understand relevant sectoral context including how the sector operates in terms of funding and governance and awareness of the Plan's purpose, values, and global strategy
• Manage legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security
• Manage activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management.
