• 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.

• 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