Plan International Rwanda ,Logistics & Administration Manager Jobs in Rwanda

NATIONAL, RWANDA

1. 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;

• 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.

• 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.

• 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.

• 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

• 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.

• 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.

• 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.

• 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)

• 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.

• The
  position involves low interaction with children

• 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.

1. 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.