14 Feb 2020

Procurement and Grants Coordinator-WISE Project at Plan International

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Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.


Role  Procurement & Grants Coordinator Grade C2
Department and Location Tamale Date March,  2020
Reports to Reports to: Project Lead
Purpose:  How does this post support Plan International’s strategy and mission?
Plan International is an independent non-profit organization that advances children’s well-being and equality for girls. Working in building powerful partnerships for children for over 80 years and present in 70 countries, Plan International strives for a just world, tackling the root causes of the challenges facing girls and all vulnerable children while working together with children, young people, our supporters and partners.

Plan International Ghana is looking for a Procurement and Grants Coordinator to effectively work with a team of professionals and deliver high quality programming and results for a project titled “Women’s Innovation for Sustainable Enterprises (WISE)”. The WISE Project seeks to leverage the enormous potential and agency of Ghanaian women entrepreneurs aged 19 to 55 years in rural and peri-urban areas by employing both demand- and supply-side interventions to contribute to increased realization of rights to economic empowerment, well-being and inclusive economic growth in 3 districts in Bono and Ahafo regions (Sunyani Municipal, Tano North and Techiman Municipal) and 2 districts in Northern region (Kumbungu and Tolon). The project will start in February 2020, has a duration of 4 years, and a budget of over 5.5 million EUR.
Dimension of Role:

Participates in the preparation of grants-related project budget and its subsequent modifications to ensure it meets Plan and donor requirements.
Provide support towards a budgetary control system to monitor grant budget vs. expenditure, and advises Project Accountant on variances and corrective actions required to be taken
Supports Grants Reporting to ensure they meet donor requirements
One Front Desk Assistant, 2 Drivers, and 1 Janitors report to the role
The post-holder will be based in Tamale but travel to project districts where the WISE project operates for approximately 30% of her/his time.

Typical Responsibilities:

Procurement and Logistic support functions:
Process purchase and supply of goods and materials for WISE project as per the Plan International Operational Manuel (OPM),  local procedures and policies to ensure value for money is obtained at all times
Assist in the preparation and processing of bidding documents for public tender offers to ensure a fair and transparent process for securing the services of consultants and contractors
Ensure the effective allocation, utilization and management of vehicles for Plan’s activities as per FOB, local policy and local procedures with low incidence of vehicular accidents and reduced cost of repairs and maintenance.
Ensure the adequate supply of utilities and maintenance of office equipment and machinery for the smooth flow of work in the office with minimum disruption of work outflow
Ensure the effective management of stores to ensure the effective implementation of program activities with no reports or incidents on mismanagement of stores
Review, update and maintain the Fixed Assets Register for the PU to keep and track all assets with no reports of loss of assets
Ensure the office & its environment are well kept and maintained to facilitate the smooth flow of office work without any adverse disruptions
Ensure Plan’s offices and staff are insured to safeguard life and property at all times to ensure that staff work effectively without any fear of non-protection
Ensure Fixtures, fittings & utilities for expatriate staff are provided to ensure that they are well-settled for work without complaints about their living conditions
Perform any other duties that may be assigned from time to time to support the attainment of organizational goals

Grants Reporting:

Supports Grants Reporting to ensure they meet donor requirements and produce no negative/adverse feedback. To do this, the role will:

Develop, update and maintain a schedule for grants reporting detailing the donor, reporting requirements, type of reports, deadlines.
Review reports due donors and ensure that reports meet donor reporting requirements as per Funding Agreement Document Funding Bundle Agreement Document (FAD) and other documented agreements and recommend actions to Project Accountant.
Facilitate timely follow ups on donor deadlines and ensure that all donor queries are adequately addressed.

Grants Administration and Management
Perform grants related routine maintenance in SAP.
Assist in the preparation of regular cash flow forecasts/funding requirements for donor-specific bank accounts to ensure availability of cash for projects.
Assist Project Accountant in ensuring that grant transaction reports as per GL Smartlist match expenditures reported on the Grants Tracking System (GTS) and discrepancies corrected on a timely basis.
Prepares audit action lists for grant audits and follows up on its implementation.  Presents regular updates on grant audit action lists.
Assist in review of Partner liquidations and financial reports before further funds are advanced.
Assist the review standard report template for Plan’s partners to ensure consistency in reporting.
Fulfills Plan’s Child Protection and Safe guarding Policy at all times to protect children from all forms of abuse

Capacity Building
Assist in the facilitation of capacity enhancement of staff and partners on grant policies, grants development and management through mentoring and training.
Supports staff with the required capacity to perform grants related routine maintenance in SAP

Dealing with problems:

Analyses procurement and grants issues for decision making and refer to a higher manager for approval
Understands procurement and logistics requirements as per the operating manual and other policies and procedures and provides required support to WISE project staff
Exhibit a good sense of judgment and responsibility in the performance of duties
Refers all final decision making to a senior manager
Analyses issues for decision making to strengthen and support delivery of Grants activities that meet organizational requirements and refers to Supervisor for approval.
Works with minimum supervision

Communications and Working Relationships:

Keeps and maintain a high contact with contractors, service providers and suppliers for the provision of goods, material, equipments, utilities repairs and maintenance that would ensure Plan receives value for money.
Maintains a high contact with all project staff to receive and process requests for administrative services
Maintains medium contact with other staff from the Program Unit and country office to offer support for implementation of the WISE related activities

Knowledge, Skills, Behaviours, and Experience Required to Achieve Role’s Objectives:

Qualification and Experience
Bachelor’s Degree in Procurement and Logistics, Business in Administration,  Accounting and ICA Ghana Part 2 or ACCA Foundation (Level 2) or equivalent
At least 3-4 years working experience in a similar position.
Proficient in the use of Microsoft Office packages (Word, Excel, Internet Software and Power Point).


Fair knowledge in grants
Fair knowledge of project planning, management, supervision, monitoring and evaluation tools
Understanding of International Donor requirements.

Strong training and presentation skills
Communication Skills (both oral and written skills)Ability to build internal and external networks
Strong team building skills
Critical thinking and analytical skills
Ability to deliver to tight deadlines
Good coordination skills
Good Judgment and negotiation skills

Promotes innovation and learning
Communicates effectively and enthusiastically
Behaves consistently in his/her approach to work and decision-making
Communicates clearly and effectively
Ability to facilitate participative processes for all stakeholders implementing the WISE projects
Strong team building skills
Independence, objectivity and integrity
Organized, methodic and meticulous

Physical Environment and Demands:
Travel requirements
This position entails a minimum of 30% travel within the WISE project locations.

Level of Contact with Children:
Low contact:      No contact or very low frequency of interaction
Mid contact:      Occasional interaction with children

Low level contact: the job responsibilities of this position does not require the post holder to have any one-to-one contact with children on a daily basis however, in situation that this arises, it is expected that children shall be protected at all times.


We are open and accountable
Promotes a culture of openness and transparency, including with sponsors and donors.
Holds self and others accountable to achieve the highest standards of integrity.
Consistent and fair in the treatment of people.
Open about mistakes and keen to learn from them.
Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact
Articulates a clear purpose for staff and sets high expectations.
Creates a climate of continuous improvement, open to challenge and new ideas.
Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
Evidence-based and evaluates effectiveness.

We work well together
Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
Builds constructive relationships across Plan International to support our shared goals.
Develops trusting and ‘win-win’ relationships with funders, partners and communities.
Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering
Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
Builds constructive relationships across Plan International to support our shared goals.
Develops trusting and ‘win-win’ relationships with funders, partners and communities.
Engages and works well with others outside the organization to build a better world for girls



Type of Role: Administration

Reports to: Project Accountant

Grade: C2

Closing Date: 28th February 2020

      Method of Application

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