Working in 52 developing countries across Africa, Asia and the Americas, Plan aims to reach as many children as possible, particularly those who are excluded or marginalized with high quality programs that deliver long lasting benefits by increasing its income, working in partnership with others and operating effectively.

Plan International has been implementing grants from the Global Fund to Fight AIDS, Tuberculosis and Malaria, since Round 4 in various roles of Principal Recipient (PR), Sub- Recipient (SR) and Sub Sub-Recipient (SSR). Covering countries like, Benin, Burkina Faso, Liberia, Cameroun, Guinea, Liberia, Mali, Niger, Senegal, El Salvador, Thailand, Togo and Zimbabwe.

Plan International has been awarded GC7 TB/HIV/RSSH grant from the Global Fund to Fight AIDS, Tuberculosis and Malaria. Plan International Liberia been selected to as PR to implement the grant with multiple partners including MOH as SR/SSR/SP (Service Provider).

This post is needed to ensure quality and compliance with programmatic and financial indicators of Sub Recipients, through on-going support to field work in research, planning, monitoring and evaluation.

Description of the Role

This position will serve to co-ordinate and undertake the effective functioning of the asset management processes based on required internal control measures, including coordinating the stock management for Plan International Liberia.

Objective of the Role:

• Key custodian of all physical assets from acquisition to disposal.
• The role is responsible for recording the cost of all newly acquired fixed (and moveable) assets, maintaining records of these assets, ensuring that throughout their lifecycle, they are properly capitalized, maintained, utilized and disposed of appropriately.
• Project and Organizational Stock Management, Accountability on Reception, storage, dispatch and Replenishment

Principal Responsibilities

Asset Management

• Contribute in the design and development of the Asset Management System.
• Responsible for day-to-day asset management activities;
• Register assets in the asset register from purchase and direct receipts before handover to the requester or custodian;
• Responsible for the physical tagging of assets;
• Responsible for creating and maintaining asset records, which includes the administrative management of physical assets, updating the asset register and monitoring the use of assets (i.e., assigning assets to user, change of user, change of use location, transfer, regularly check of assets, etc.)
• Contribute to the disposal of assets and informing the Supply Chain/Logistics Manager of any asset state changes and getting the required approval
• Ensure compliance with Supply Chain Operations Manual
• Follow asset management procedure for all assets delivered as per policy and procedure – updated asset registers at all times.
• Ensure all fixed assets are properly classified, categorized and recorded in the SAP system
• Create and manage a control and monitoring system that line managers can deploy to comply with the organizational standards
• Track fixed asset costs on project profitability
• Develop and implement an annual asset verification and audit plan
• Perform periodic physical asset verification and submit reports.
• Manage an active depreciation schedule to assure the book value of the asset is constantly updated and appropriate taxes applied and paid
• Conduct periodic disposal of fixed assets in line with corporate finance/accounting rules
• Ensure that all assets are insured (where applicable) and damages to assets are claimed on time (where required) and routine maintenance schedule and plan are integrated into SAP, and are being strictly adhered to.
• Prepare periodic fixed asset updates to Management and the Leadership team.
• Liaise with Line Managers to ensure asset written-off are properly disposed-off and impact remediated
• Provide a fixed asset utility report with recommendations to management on (remainder) asset life, maintenance and replacement costs etc.
• Track warranties on all assets, ensuring these are executed appropriately and warehouse all other relevant items, such as operating manuals, spare keys, etc. providing access as required.
• Provide general advice to the organization on fixed asset management
• Manage the determination of the asset allocation according to policy and procedure of the organization
• Manage capturing of asset information on the inventory list (room list) of the asset holder
• Make follow up on missing assets to ensure that they are accounted for
• Manage the transfer of inter organizational assets.
• Manage the improvement of operational controls as reported on by Internal Audit
• Monitor and review the allocation of assets in accordance with the relevant policy and procedures
• Assist with facility management processes. Assist in any other Supply Chain Management responsibilities as advised by the Country Admin Manager(Procurement, Logistics & Supply Chain Management)

Administration

• Organize and monitor asset register
• Advise staff on proper management of assets
• Ensure that supplier deliveries are in line with contract deliveries requirements, e.g. price, quality – minimum returns on deliveries
• Ensure appropriate filing and stamping of documents as appropriate
• Follow asset management procedure for all assets delivered as per policy and procedure – updated asset registers at all times
• Follow asset management procedure for all assets sent to suppliers for repair and services

Stock Management

• Responsible for day-to-day stock management activities;
• Receiving, storing, issuing the goods, managing the stock levels and giving out the supplies from the stock.
• He/she is also involved in preparing the inventories, maintaining the stock records, using computerized systems for entering the records and is accountable for checking the supply invoices with the purchase orders.
• He/she is responsible for preparing the reports on adjustments done to inventories that may be damaged, spoilt, etc., and coordinates the purchasing, inventory and warehousing functions.
• He/she makes sure to get rid of the surplus or obsolete stock.
• To maintain record of receipts as well as issuance of items that are going out of the warehouse so as to ensure accuracy and completeness
• To be involved in reconciliation of physical stock with the stock in the system
• To oversee that the arrangement of goods has been done in an orderly system within the stock location system so that the stock can be stored easily and retrieved whenever there is a requirement. Similarly, he/she ensures that the stocks stay physically protected in the warehouse
• To undertake the function of stock taking and confirm the periodic stock on a regular basis by working closely with the designated staff members
• To supervise the offloading process, the subsequent arrangement of merchandise, material, etc., and consignment so that it can be accessed and identified easily
• To ensure the correct and timely valuation of the inventory and to be involved in directing and managing procedures related to offloading, packing and unpacking
• Manage the improvement of operational controls as reported on by audit

RECEIVING:

• Checking and Receiving Deliveries On arrival of goods, materials or equipment at a location, the Plan staff receiving the items must:
• Check that they have been delivered to the correct location.
• Check that the delivery has been received in full as per the Supplier and Transporter delivery documents (e.g. Waybill, Supplier / Transporter’s Delivery Note or Consignment Note) AND as per the Purchase Order and what was expected.
• Examine and check all items for: damage, correct specification, expiry dates, quality (which may be against an agreed reference sample provided).
• Complete a GSRN . The Receiver must be competent / qualified to inspect the items they are receiving. If they are not confident in assessing the items, they must also seek a technical expert for those items to counter-sign receipt. Examples may include: vehicles, specialist engineering equipment, IT equipment where a technical expert should verify receipt. For the receipt of services, the Plan staff Receiving must follow a similar process and verify that the services have been received according to what was expected, matching with the Purchase Order, Contract and any supplementary information (for instance consultancy delivery schedule, final report, workshop delivery confirmation). Every time a delivery of materials / services is received to a location from a supplier, a GSRN must be completed and issued immediately after the materials are checked, using the Goods / Services Receipt Note (GSRN) Template and then posting MIGO step on SAP.

RETURNING MATERIALS:

• Returning Materials to Suppliers it is extremely difficult to return materials to suppliers once Plan International has already confirmed acceptable receipt. It is for this reason that it is critical to make sure that the goods / materials are acceptable and according to our Purchase Order before signing any Delivery Note / GSRN / Waybill from a Vendor. If problems are detected, for example; wrong quality or quantity, loss or damage, then these materials must not be accepted and the supplier must be informed. Depending on the extent of the problem, the entire delivery may be rejected, or part of the delivery may be accepted and part rejected. In this second case, the supplier’s / transporter’s document should be marked to indicate clearly that only part receipt has been accepted and a copy retained. Prior to informing the supplier, the defect must be reported to the Purchaser. This person will then contact the supplier to take the matter forward. If delivery documents are not immediately completed with details of wrong specification / loss / damage etc., then Plan may be liable to pay the supplier in full.

For purchase orders where this has happened, the following must happen:

Note details of the issue on the transport document and the Goods Received note.

• • Inform the purchase officer to contact the supplier immediately.
• • Initiate claims action – carrier / supplier – insurance. A report must be prepared by the Purchase Officer to the supplier, identifying the details of the issues with reference to the original contract, and then negotiate the return or re-supply, or repair of the faulty goods.

The acceptable options are:

• The supplier supplies a suitable replacement at no charge, arranges collection, handling and freight costs.

• The materials are returned to the supplier and a full credit is issued with freight costs included.

• The goods are scrapped with the approval, in writing, of the supplier and / or insurance company.

Inventory/Asset Management Responsibilities:

• Follow any donor rules including Plan’s policy and procedures to document the existence of all assets procured using donor funds.
• As is part of established procedure, conduct regular physical counts and reconciliations to verify the existence of donor funded assets.
• Promptly notify a donor of any loss, theft or damage of asset bought with their funding.
• Investigate, document and report all findings and place the report on the fund file.
• Refer to Plan’s Operations Manual for more guidance.
• Complete all documentation and file appropriately, including updating the electronic asset inventory or register for equipment or other capital items. Note that if documentation is inadequate, Plan may be asked to refund the donor.

Asset Tracking, Documentation and Reporting Responsibilities:

• The following applies for all types of assets, including LVAs, Fixed Assets and Grant Funded Assets:
• Asset records must be maintained within SAP system for the purposes of accountability, data consistency, reporting and analysis. Accurate and up‐to‐date records on asset acquisition, issue / transfer to staff responsible and disposal must be kept on all assets.
• Documentation relating to the purchase and ownership of assets must be retained for the longer of any of the following:

1. The period of Plan’s ownership of the asset

2. The period required by local law and accounting regulations

3. The period required by the terms of a grant, including the final date at which a grant audit may be carried out Asset records must include, but are not limited to, full procurement and receipt details, donor/ government approval documents, export license, importation documentation, documentation of transfer of the asset to Plan, registration / licensing documents (e.g. vehicles, communications equipment), safety / other inspection documents, disposal documentation and any valuation documentation.

• Assets must be assigned an asset number when acquired (via SAP) and must be physically tagged upon receipt by Plan with an Asset Tag.

Plan International’s Values in Practice

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

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

Location: Country Office, Monrovia

Department: Admin. Department

Reports to: Admin. Supply Chain Manager

Closing Date: 12th December 2023

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 Global Safeguarding policy. Plan follows an equal opportunity policy and actively encourages diversity welcoming applications from all especially women and people living with disability. As an international child centred 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. Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas. We will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.

Please note that Plan International will never send unsolicited emails requesting payment from candidates