Logistics Officer

THE ORGANIZATION

Plan International is a rights-based development and humanitarian organisation working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years and are now active in more than 70 countries

Our global strategy focuses on girls, as they are often the most marginalised and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over five (5) years to ensure they can learn, lead, decide and thrive. This is our contribution to achieving the sustainable development goals and, in particular, the goals of gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work

In Mozambique, we are working to eradicate early marriage and early pregnancy through projects that focus on adolescent girls in Inhambane, Zambezia, Nampula and Cabo Delgado. These projects are programmed along four strategic pillars: Girl Education, SRHR, YEE and Protection. Our work is gender transformative and includes influencing work at national and sub-regional level.

THE ROLE

The position holder is responsible for the support of efficient and effective implementation of Programs by ensuring; availability of logistics support on time and with required standard. Financial reports are accurate, reflecting the reality of logistics related transactions incurred at all times, Projects logistics activities are effectively implemented according to donor requirements, and Development and maintenance of systems within the grants portfolio.

management scope, reporting lines, key relationships

Reports to: Supply Chain and Security Manager

Direct reports: 0

Key relationships

Internal:

• Program Units at CO
• Program Areas
• Finance Department

External:

• Vendors/ Service Providers
• Transporters

Level of contact with children

• Low contact

Physical Environment

• The position is a typical office environment

Accountabilities and MAIN WORK ACTIVITIES

Transportation & Fleet management

• Assign and manage all vehicles and motorbikes in accordance of PIMz fleet management policy
• Arrange transportation from suppliers to the office/warehouse, as necessary;
• Check and sign each vehicle log-sheet every week, develop a history file for each vehicle & motorbikes.
• Follow maintenance, fuel consumption, and annual inspection and insurance policy renewal of each vehicle and report to CO
• 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 CO and advise about vehicle disposal needs;
• Analysis on CO and rental vehicles usage for decision-making and keep maintaining records of selected taxi drivers
• Support PAs in wide Fleet initiatives and tracking of all vehicle assets into tracpoint
• Monitor vehicle movement and report vehicle misuse in line with PIMz fleet policy
• Prepare and submit fleet report on monthly base to the direct line manager.
• 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
• 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.

Asset and premise management

• Prepare inventory lists for items at sub-office level
• Timely update fixed asset registration according to the organization asset management policy
• Follow-up recording and tagging fixed asset timely
• Undertake periodic inventory for fixed asset and other consumables item in the store
• Supervise all store transactions to be carried out in compliance with the store and fixed assets guidelines.

• Ensure accidents involving vehicles /motorbikes are reported promptly within 24 hours through the management line/ Supply Chain & Security Manager including written reporting requirements in the correct formats in line with the organizational policies
• Support the Supply Chain and Security Manager on the supervision of drivers,
• Receive, check and authorize weekly and monthly reports of Drivers, Security Guards and compiles them into unit-wide regular reports.
• In close liaison with the Supply Chain 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.

Stock and storage handling

• Guarantee that storage areas, facilities and equipment meet the minimum requirements and standards
• Be responsible for all stock’s management including correct receipt, movement, and dispatch including use of correct documentation, control, monitoring, verifications etc (Waybills, Stock registers, Bin cards, Stock Receipt Notes, Dispatch registers etc)
• Periodic stock verifications and reconciliation, including follow up on discrepancies
• Produce weekly/monthly stock records to keep uses informed about stock receipts and status
• Produce donor stock records and reports including 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

Support Procurement

• Implement all assigned procurement process in accordance of PIMz procurement for IT, graphic design.
• Responsible for sourcing of products, collection of quotations/proforma and performing purchase transactions; proceed purchase of goods & service as per approved purchase requisition
• Collect information about suppliers and market conditions and reporting supplier details, product lists and price lists to the Manager and PA Procurement, Logistics and Security Coordinators; ensure that purchased items and services meet the stated requirements and takes care of delivery to the Program Area office.
• Ensure performance of transparent transactions, purchasing and delivery of goods and services within prior agreed lead times and ensures that all purchases are properly documented.
• Receive requests for goods and services (requisitions) and ensures their completeness/ compliance before they are processed;
• Advise requestors about product description and specification, prices, lead times and availability, promoting standardization, value for money and economy of scale.
• Follow regular store documents, and properly documented completed pads of any GRN and Issue vouchers.
• Report on any available stock of stock of goods and immediately advise on need or no need for purchase;

LEADERSHIP, BUSINESS AND TECHNICAL COMPETENCIES

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.

BUSINESS MANAGEMENT COMPETENCIES

• Understand relevant sectoral context including how the sector operates in terms of funding and governance and awareness of 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 organizing, financial planning and monitoring, negotiation and programme and project management

Technical expertise, skills and knowledge

QUALIFICATIONS AND EXPERIENCE REQUIREMENTS

Qualifications/ experience essential:

• Bachelor degree in Business Administration, Logistics or any other related area
• At least 5 years of relevant work experience in INGO environment, involving in the procurement of both emergency and development programs.

Qualifications/ experience desirable:

• Substantial experience in procurement.

Languages required

• Fluency in Portuguese and English language are essential

PLAN INTERNATIONAL’S VALUES IN PRACTICE

We are open and accountable

We create a climate of trust inside and outside the organisation by being open, honest and transparent. We hold ourselves and others to account for the decisions we make and for our impact on others, while doing what we say we will do.

We strive for lasting impact

We strive to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. We challenge ourselves to be bold, courageous, responsive, focused and innovative.

We work well together

We succeed by working effectively with others, inside and outside the organisation, including our sponsors and donors. We actively support our colleagues, helping them to achieve their goals. We come together to create and implement solutions in our teams, across Plan International, with children, girls, young people, communities and our partners.

We are inclusive and empowering

We respect all people, appreciate differences and challenge inequality in our programmes and our workplace. We support children, girls and young people to increase their confidence and to change their own lives. We empower our staff to give their best and develop their potential.

WOMEN HIGHLY ENCOURAGED TO APPLY

Location: Maputo

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.

Disclaimer:

Plan International doesn’t charge any monies to applicants for employment opportunities. Some individuals are contacting people offering false employment opportunities. We take such a matter extremely seriously, and by making you aware of this, we hope to avoid and ultimately stop victims falling for this scam.