Section/Unit: Supply Chain
Grade Level: D1/8
Supervisor: Head of Supply Chain
No. of Post: 1
Duty Station: Khartoum - Portsudan
Duration: 1 Year - Extendable
Closing Date: 05 Sept 2026

Background

Purpose of the Role:

The Supply Chain Coordinator is responsible for coordinating and supporting effective, efficient, compliant and timely supply chain operations to ensure that Plan International has the goods, services and works required to deliver its programmes.

The position supports the planning, coordination and monitoring of procurement and logistics activities, ensuring compliance with Plan International policies, procedures, delegated authorities and donor requirements while achieving value for money, operational efficiency and appropriate risk management.

The role works closely with Programme, Finance, HR, Administration, Security and other departments, as well as suppliers, service providers and partners

Management Scope, Reporting lines, Key Relations

Reports to: Head of Supply Chain

Direct reports: 

• Administration Officer

Communications and Working Relationships:

Internal:

• Head/Supply Chain Manager
• Programme Managers
• Project Managers
• Finance Department
• HR/P&C
• Administration
• Security
• Senior Management/Country Leadership Team
• Field Offices
• Regional and Global Supply Chain teams

External:

• Project/Program partners
• Service providers including hotels/lodges, transport and garages 
• Local government authorities include custom, traffic etc
• External Auditors
• Other INGOs/UN agencies

Level of contact with children

Low level: occasional interaction with children and young people 

Physical Environment

• The position is typical office environment with 40% travel in Plan International’s programming areas. 

Duties and responsibilities

ACCOUNTABILITIES
Operational Management and Oversight 

1. Logistics and Operational Support (20%)
• Coordinate Fleet management as per the Global Fleet Policy and donor guidelines 
• Coordinate receipt, allocation, transfer, maintenance and appropriate disposal of Fleet 
• Review fleet right sizing on a yearly basis 
• Ensure all fleet movements are planned and optimised. 
• Monitor, update and document all fleet costs (paperwork and FMS) 
• Ensure all vehicles are maintained and inspected on time according to manufacturers’ guidance and operations. Arrange any repairs, defects, or breakdowns. 
• Ensure valid driving licenses for all drivers. 
• Facilitate training sessions and share knowledge with the fleet team. 
• Ensure data is input regularly and correctly in FMS and produce and submit monthly fleet report   
• Review fleet data accuracy, monitor fleet costs and Provide projection on fleet costs. 
• Arrange transportation from suppliers to the office/warehouse, as necessary. 
• Check and sign each vehicles log-sheet every week, develop history file for each vehicles & motorbikes. 
• 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 offices and advise about vehicle allocation; carry out a monthly analysis on office and rental vehicles usage for decision making 
• Process travel arrangements of Plan staff/visitors for international/domestic sectors.
• Coordinate and manage effective administrative and office support services to ensure the smooth, efficient, and compliant operation of the Country Office and field offices

2. Procurement Management 20%
• Coordinate procurement processes for goods, services and works in accordance with Plan International procedures.
• Review Purchase Requisitions (PRs) to ensure appropriate specifications, approvals, budget information and supporting documents are available.
• Coordinate RFQs, RFPs, tenders and other sourcing processes according to applicable thresholds and procedures.
• Ensure appropriate competition, transparency, fairness and segregation of duties throughout procurement processes.
• Prepare and/or review bid analysis, evaluation documents, tender committee submissions, purchase orders and contracts.
• Support negotiation with suppliers to achieve competitive prices, appropriate quality, delivery schedules and favourable contractual conditions.
• Ensure procurement transactions are properly recorded in SAP/ERP systems.
• Monitor procurement lead times and ensure timely delivery of goods and services

3. Asset, Inventory and Stock management 30%
• Manage inventory levels, including tracking stock levels, monitoring inventory movement, Investigate and escalate discrepancies and identifying opportunities for improvement.
• Timely update fixed asset registration according to the organization’s asset management policy 
• Supervise all store transactions to be carried out in compliance with Supply Chain Policy and Procedures 
• Coordinate Incident management of assets, Inventory and Stock 
• Ensure appropriate utilisation of assets (safety, security, quality, cost) as per set guidelines. 
• Organise and coordinate periodic inventory counts-administration. 
• Report on inventory count results 
• Prepare a list for disposal and reports for disposal and replenishment.

4. Customs Clearance Management (5%)
• Facilitate processes for clearing imported goods from the air or land ports ensuring that customs regulations are followed, and necessary tax exemptions are obtained 
• Work with customs brokers to facilitate clearance, including submission of documentation and payment of duties.
• Prepare and review customs documentation, including commercial invoices, bills of lading, and certificates of origin.
• Ensure compliance with customs regulations, including tariffs, taxes, and trade agreements.

5. Team Management: (10%)
• Recruit, grow and retain staff, performance management, including coaching, monitoring, capacity building, creating positive and enabling working environment
• Initiate and lead different capacity development initiatives to the staff members including best practice and experience sharing 
• Create a positive working environment in which continuous improvement, service-mindedness, transparency and open communications are key value
6. Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) Commitment (5%)
• Commit and contribute to an environment where children and adult program participants feel respected, supported, safe and protected;
• Never act or behave in a manner that results in violence including SHEA against a child, young person or adult or places them at risk of such violence;
• Be aware of and adhere to the provisions of the Safeguarding Policy, PSHEA Policy and COC of Plan International;
• Report and respond to safeguarding and SHEA concerns and breaches in line with the applicable procedures of Plan International;
• Maintain confidentiality of safeguarding and PSHEA concerns reported; 
• Ensures that vendors are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day-to-day work.
• Ensures that Plan Sudan contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

7. Dealing with Problems: 
• Working effectively with multiple cultures and languages
• Working effectively to handle the logistics bottleneck and adopt strategies to deal with disruptive supply chain environment.
• Smartly negotiate and handle contract issues that will be in the interest of the organization.
• Given the wide scope of responsibility and limited resources, it is essential that the post holder is able to effectively manage a variety of tasks and clearly identify priorities.
• Analyse different supply chain context to put in place systems and resources for teams to operate efficiently and effectively.
• Working in an environment where rapid change might suddenly alter priorities

8. 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.

9. BUSINESS MANAGEMENT COMPETENCIES
• Understand relevant sectoral context including how the sector operates in terms of funding and governance and awareness of the 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 organising, financial planning and monitoring, negotiation and programme and project management.
 

Minimum Qualification, Skills and Experience Required

Technical Expertise, Knowledge and Skills Required to Achieve Role’s Objectives: 

Knowledge;

• BSC General in Supply Chain Management, Business Administration, Economy or similar. 
• At least 4–5 years of relevant experience in Supply Chain, procurement and/or logistics, preferably within an NGO/INGO or humanitarian environment
• Demonstrated knowledge and understanding of humanitarian logistics experience with a track record of operational service level and efficiency improvement 
• Knowledge of SAP, ERP, TrackPoint systems

Skills

• Strong decision-making skills in a matrix environment
• Excellent analytical and negotiation skills are required.
• Strong organizational abilities; able to priorities and manage short-term and continuing projects across diverse themes despite competing deadlines.
• Strong commitment to child safeguarding & Antifraud policies both inside and outside the workplace.
• Ability and experience in adapting to systems & processes
• Strong character traits, including teamwork, striving for high performance, emotional stability, resilience, adaptability, and ability to handle stress, strong initiative and self-motivation, cultural and gender sensitivity, honesty and physical fitness to travel are essential.
• Excellent written and oral communication skills, with excellent command of spoken and written English and Arabic.

Intersted candidates please apply through :  https://career5.successfactors.eu/sfcareer/jobreqcareerpvt?jobId=54810&company=PlanInt&st=97C2323CA4DA2116A436B28112EB79B25BCB2F46

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