The role is responsible for facilitating the delivery of projects and the smooth running of the Regional
Office(s) by anticipating and providing necessary resources and operational support; in particular, failure
to provide necessary goods and services on time and to standard has the capacity to severely hamper
project delivery. Additionally, the role is responsible for implementing staff health, safety and security
protocols and acts as Security Focal Point for the region.
The role involves considering the resourcing and logistical implications of both project and operational
plans, advising management on how to achieve optimal value for money; considerable forward thinking
and analytical thinking are required.
This position is NOT responsible for managing a departmental budget and can approve financial
transactions of up to €2,500.

The key challenge for this position is around the diversity of operational support services that must be
managed and the need to deliver high quality services on time and to standard, in compliance with PI
Global policy and Ugandan statutory requirements. This requires the job holder to:
• Have an excellent ability to think ahead, managing multiple moving parts simultaneously; anticipating
and mitigating potential problems
• Keep the team focussed on timely, compliant, service delivery; improving systems, structures and
processes as required to reliably deliver required service levels
• Manage suppliers, utilising effective negotiation skills to motivate them to deliver high quality, timely
goods and services, whilst still achieving good value-for-money for PIU and protecting the
organisation’s interests
Level of contact with children
This position has been classified as “mid contact”: Occasional interaction with children
Key Result Areas:
KRA 1: Procurement Management
Ensure that the Regional Area team are provided with necessary goods and services in a cost-effective,
efficient and timely manner, in line with the global Supply Chain Manual:
Work with the Country Procurement Specialist to consolidate project procurement plans into rolling
annual plans for procurement in the region; ensure that all planned procurements are budgeted and
entered into the cash-flow forecast
Participate in project initiation activities ensuring full understanding of the project goals and timelines,
portfolio of (grant and sponsorship) projects being delivered in the region; and support the development
of comprehensive procurement plans and budget for each project.
Support the periodic pre-qualification process with the CO Procurement Coordinator to identify and
register suitable vendors in the region that meet the requirements of PIU in terms of quality,
environmental friendliness, and Value for Money for frequently procured items:
Maintain updated records related to procurement function at the region to include vendor contract files,
framework agreement files with service providers
Review, consolidate and circulate the weekly procurement progress report. Follow up feedback coming
from staff in respect to the progress of their procurement requests
Prepare supplier/ vendor payments in line with developed service contracts and with the agreements of
the end user (ensure all delivery is acceptable and agreeable); liaise with the Regional Accountant to
ensure timely payment.
KRA 2: General Office Administration
Responsible for ensuring that the day-to-day Administration and general office management functions at the regional office are performed to a high standard and in accordance with PIU policies, procedures and office administration best practices
Ensure office administration, asset, fleet, warehouse, asset, safety and security operations are
implemented in line with local and global policies of Plan International Uganda.
Oversee janitorial services, ensure consistent supply of office facilities including consumables, stationary
and utilities (power, water) through backup systems management and timely payment of all admin
services including rental, utility bills, subscriptions, maintenance, and service contracts (e.g office
cleaning, security, photocopiers, internet, and vehicle servicing)
Preparing administrative budgets, monitor expenditures, provide monthly variances to the budgets and carry out budget reforecasts as per guidelines.

Arrange for office space and other logistics requirements for all staff by ensuring new staff, hosting,
partners have appropriate space, equipment, and supplies for work; including a baby room to provide safe environment to both the mothers and the babies.
Monitor office equipments (telephones, computer, photocopier, fire extinguishers, first aid kit, generator and ensure they are in good working order at all times (including scheduling regular maintenance tracking fuel consumption and servicing for the generator and vehicles.
KRA 3: Assets and Facility Management
Oversee all aspects of office facilities, ensuring an appropriate standard of health, safety, security,
and environment is maintained at all times
Responsible for day to day asset management activities including registering assets in the assets
register from purchase before hand over to the custodian, ensuring that all assets are tagged, conduct
quarterly reconciliation, annual physical asset’s verification and regular review of assets to identify
those due for disposal at least twice a year and co-ordinate assets hand over process which include
approval by donor and handover to beneficiary with project leads.
In liaison with Head of Supply Chain, ensure that appropriate office facility is selected, manage space
planning and allocation, oversee office renovations or relocations or expansions when required.
Develop and implement preventive maintenance schedules for regional office premises ensuring that
all routine maintenance is carried out to keep facilities in a safe and attractive condition, liaising with
the land lord and service providers (e.g., electricians, plumbers, carpenters, builders) to ensure that
quality work is done.
Take part in preparation of documentation to include tenancy agreements, reminders to landlords,
and management of tenancy terminations, repairs and handovers and ensure that security deposits
attached to tenancy agreements are tracked and recovered at the expiry of the tenancy agreement.
KRA 4: Fleet and Logistics Management
The Supply Chain Coordinator will oversee the region’s fleet of vehicles, motorbikes, generator, and
other motorized equipment to ensure efficient utilization, maintenance, and accountability in line with
PIU policy, government and donor regulations
In collaboration with Head of Supply Chain and CO Logistics and Adin coordinator, develop, establish,
and implement long-term strategies and systems for professional and effective fleet management in
the areas of planning, standardization, monitoring, cost control, maintenance, training and fleet
disposal Ensure control and accountability in the management of all fleet and fuel supplies, including
scheduling, dispatching, and tracking vehicle movements ensuring optimisation of routes and
schedules, routine monitoring and analysis of fuel consumption and related fleet expenses while
identifying opportunities for cost reduction and efficiency improvements.
Maintain accurate and timely records of maintenance, fuel consumption, and other relevant data in
trac point.
Manage relationships with drivers, ensuring that they operate in a professional manner and in
accordance with policy, procedures, and traffic safety laws through providing training and support.
Ensure that fleet operations follow all safety and security requirements and best practices to protect
people and property involved as well as the reputation of PIU.
KRA 5: Safety & Security

Support the development and implementation of an effective security management system
(including Security Assessments with Plans), in line with existing Plan International policy, protocols
and approach:
Gather reliable security information and ensure that staff are kept informed and updated on security
developments and incidents that occur as per the stipulated communication protocol
Work with the Head of Supply Chain to develop and continually update a regions specific safety
and security plan; manage the day to day implementation of security and safety activities in the
region Support country management staff in identifying the security training, learning and development needs of staff in the region.
Identify, establish and manage context appropriate approach to assure PIU facilities are secure –
i.e. third-party security companies compile and submit monthly security reports that track incidents
and trends within the PIU’s area of operation. Submit daily contextual updates as needed
Act as the Security Focal Point Person for the region; receive, collate and distribute security notices
as per the communication protocol
Ensure that any incident directly impacting Plan International Uganda staff or programs is submitted
in an Incident Report within 12 hours and CD within 24 hours (per SOP).
KRA 6: Functional Leadership
Lead the regional supply chain team in a manner that empowers them to deliver high quality, timely,
support to the wider organisation:
Develop and oversee implementation of an annual workplan and budget for the regions Operations
Department; manage the finances of the department, ensuring good value for money and
compliance with PIU’s policies and procedures
Regularly review the team staffing levels to ensure that required service levels can be realistically
delivered; at the same time ensuring that staff are fully occupied and working efficiently
Communicate clear performance expectations to the team, providing training, coaching and other
support as required; manage any poor performance firmly but fairly, in line with PIU’s policy
Coordinate effectively with others to ensure high performance within PIU’s matrix operating
structure
Foster an inclusive environment by implementation of policies that provide for diversity and equal
opportunities and utilisation of a leadership style that will drive employee engagement
KRA 7: Risk, Compliance & Accountability
Support the Regional Manager in the effective identification and management of risks; lead on the
management of risks associated with procurement, asset management, transport services, and staff
health, safety and security:
Work with the Risk Manager, Internal Controller and Head of Supply Chain to conduct a comprehensive
risk analysis and risk management plan for all Operational activities in the region.
Develop and maintain annual risk insurance coverage for physical assets and follow-up and obtain
payment for insurance claims
Liaise with the Risk Assurance Manager to plan and facilitate an appropriate programme of internal and
external audit missions; ensure audit follow up and action lists are addressed in a timely manner

Ensure that all regional staff engaged in the delivery of operational support services are fully aware of,
and acting in compliance with all relevant policies and procedures
KRA 8: Safeguarding, Gender Equality & Inclusion
Ensure that Plan International’s global policies for Safeguarding Children and Young People and
Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements
of the policy including relevant Implementation Standards and Guidelines as applicable to their area
of responsibility. This includes, but is not limited to ensuring staff and associates are aware of and
understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC),
their relevance to their area of work, and that concerns are reported and managed in accordance with
the appropriate procedures.
ROLE REQUIREMENTS:
Qualifications
A degree in Supply Chain Management, Business Administration/Management, Economics or any
related field
Relevant professional qualifications is mandatory e.g CIPS level 4 as a minimum including registration
with relevant government procurement regulatory body
Strong technical background in procurement activities within the humanitarian NGO or business sector with significant experience in leading supply chains across multiple sites.
Leadership Competencies
Myself as a Leader
Courageous in taking a lead, challenging self and others on their attitudes, assumptions, unconscious
bias and behaviour; speaks positively about change and supports others in adjusting to it.
Lasting Impact
Sets and communicates ambitious but realistic work goals and priorities, explaining how these contribute
to Plan International’s purpose.
Open & Accountable
Maximises our progress by aligning work priorities and resource deployment in own area with Plan
International’s wider goals and longer-term direction.
Work Well Together
Creates a positive team spirit, helping people work well together as a team; proactively resolves
situations of conflict by generating solutions that will work for all involved; deliberately adjusts own
behaviour to influence or persuade others.
Inclusive & Empowering
Appreciates the expertise and creativity of others; actively seeks out others’ views and incorporates their
insights or perspectives into decision-making and action-planning.
Skills & Knowledge
Motivates and develops others by taking an interest, giving constructive feedback and praise, ensuring
they are properly trained and helping them develop their potential; acts as a role model of continuous
professional development and willingness to learn from mistakes.
Critical Business Management Competencies

Good track record of planning and organising work effectively; managing time to deliver results against
agreed priorities, objectives and quality requirements, to time and within budget.
Good understanding of financial and procurement systems, with a good track record of complying with
relevant procedures and controls.
Good analytical skills as required to obtain and process information and numerical data from a range of sources and use the insights gained to inform decisions or communications
Experience of identifying and mitigating business or project risks; ability to undertake and interpret risk assessments with a track record of actively managing risks appropriately in context, taking professional
advice or escalating where appropriate.
Good written and spoken communication skills, including in English language and (ideally) relevant local language, with an ability to effectively adjust content and presentation so as to connect with an audience.
Good teamworking skills, including an ability to listen well to others, appreciate viewpoints, and respond
positively to diversity.
Critical Technical Competencies
High levels of personal integrity, transparency and accountability
Experience of working in ERP based systems and environment
Experience of working in large scale/fast moving emergency responses would be an advantage
Experience in international supply chains and custom regulations would be an advantage