Supply Chain Coordinator at Plan International

getin41 Plan International

Supply Chain Coordinator at Plan International

Hiring Organization: Plan International

Supply Chain Coordinator at Plan International

Country: Kenya

Location: Nairobi

 

Supply Chain Coordinator at Plan International

The Supply Chain Coordinator at plan international will be responsible for the efficient and effective organization and coordination of the Supply Chain Team. This is an opportunity to grow performance and expertise within the Country Office and across Programme Unit.  The Supply Chain Coordinator will strengthen internal control processes and capacity build teams to improve performance and sustainability.  With strong analytical and problem-solving skills, the role holder will be expected to identify opportunities as much as challenges and act as a leader for change.  The jobholder will interact closely with the Country Supply Chain Manager to ensure alignment of activities with the Global standards and requirements.

Supply Chain Mission-Value Proposition: Together, we aim to achieve an efficient while agile supply chain that drives outstanding beneficiary value, engages within the local economy (supporting women) meanwhile embraces the environmental goals as well as the development of technologies

Management Scope, Reporting Lines, Key Relationships

Supply Chain Management in the scope of this role includes:

  • Technical processes across Operational Planning, Procurement, Assets, Inventory and Warehouse Management, Distribution, Fleet, Gifts in Kind in both Humanitarian and Development contexts
  • Process and trend performance analysis, monitoring and reporting
  • Systems application, compliance, and strengthening
  • Team management and capacity building
  • KPI’s for Supply Chain and Administration are developed, measurements are in place and objectives met to ensure seamless synergies with other departments
  • Reporting

The role covers the areas of Supply Chain at a Country Office level, and supervision of field Programme Units through dotted line management. Cross-functional engagement with other functions is critical to ensure alignment of processes country-wide.

  • Staff – The postholder directly line manages Procurement, Logistics & Admin Assistants at a Country Office level, and technically supervises the Teams at field Programme Units. The team includes staff from Procurement, Logistics, and Administration.
  • Stakeholder Engagement – Internally, the postholder will engage across functional and geographical boundaries within the Country (Programme and Project staff, Finance, IT, Risk and Compliance, Programme Unit managers…). Externally there will be engagement within and outside the sector, including INGOs, UN agencies, partners, and suppliers.

Accountabilities And Main Work Activities

Planning, strategy, and policy (40%)
  • Liaise with the user and technical departments to ensure accuracy and consolidation of the procurement plans and that specifications on PRs meet market standards and user requirements
  • Oversee program area supply chain functions to ensure value for money to the organization.
  • Ensure transparency and integrity in the supply chain processes in line with Plan policies and guidelines.
  • Consolidate and monitor procurement plans and reporting for the program area.
  • Participate in periodic reviews of the procurement guidelines for responsiveness and ensure their correct implementation by all the staff.
  • Participate in periodic review and update of the supplier database which is able to adequately serve the business needs.
  • Advice on grants compliance policies specific to individual donors.
  • Prepare and share monthly reports to inform management decisions.
  • Provide technical support to staff on procurement processes and procedures.
  • Liaise with the requesters to ensure goods and services requested are received and the necessary documentation satisfactorily done (goods received notes/invoices etc.).
Tendering and Award Processes (20%)
  • Coordinate the program area tendering committee in review, update, and implementation of the supplier sourcing process.
  • In liaison with the tender committee, oversee open and closed tender procedures and perform bid analysis and filing.
  • Provide technical guidance to the requesters on offers received and best services to be procured taking cognizance of value for money, specifications, and quality issues in compliance with set policy guidelines.
  • Coordinate and ensure the optimal interface between the supply chain and business units for efficient customer service delivery.
  • Prepare purchase orders and contracts, ensure all approvals are obtained and services rendered.
  • Keep a proper and up-to-date filing system for all procurement documents.
Contract Management (20%)
  • Ensure contractual obligations are adhered to by all parties and support periodic reviews and contract renewals.
  • Resolve contract-related issues from service providers and users/clients.
  • Develop Key Performance Indicators and assessment tools for contractors/vendors to ensure fit for purpose products and services.
  • Monitor and follow through on commitments and reporting (GRN, GRIR)
  • Timely update and correctly enter all related data of purchases into SAP
  • Follow-up and ensure timely delivery of requested supplies and materials and keep the concerned project staff informed on the status of the delivery.
  • Conduct the first review of vendor invoices to ensure compliance with the order submitted, raise GRNs before submission to finance for payment processing.
  • Track contract implementation status and generate reports of project completion status.
  • Review and share the weekly procurement tracker.
  • Timely and accurate submission of all financial documents to the finance department by the stipulated date to ensure Suppliers/service providers’ payments are done in a timely manner.
People Management (10%)
  • Provide leadership to the program area supply chain team.
  • Team performance management process.
  • Capacity build supply chain staff on procurement processes, procedures, and best practice
Other duties (5%)
  • Support audits of CO and program area
  • Participate in the PU and area management meetings
  • Participate in program meetings
  • Provide orientation/Induction for new staff
Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)
  • Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
  • Leads the orientation of programme staff to ensure that they 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 project design, during implementation, and as principles applied in day-to-day work of Programme team;
  • Ensures that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

Technical Expertise, Skills, And Knowledge

Qualifications/ experience essential:

  • University degree in Supply chain management, Business management, and administration or related field with 5 years of practical experience in a similar position most of which should preferably be from within the humanitarian/NGO sector
  • Member of the Kenya Institute of Supplies Management (KISM) and /or Diploma in Procurement and Supply from the Chartered Institute of Procurement & Supply (CIPS UK) or other relevant professional qualifications.
  • Experience in a similar environment with a significant scale of country-wide logistics and procurement management including procurement, warehousing, fleet, and security management.
  • Previous experience in managing and developing teams and the ability to lead, motivate and develop others
  • Strong leadership and interpersonal skills with a particular ability to think out of the box
  • Strong analytical and problem-solving skills, with the ability to report and demonstrate on performance improvement and efficiencies through spot on and concise reports
  • Excellent communication skills
  • Strong IT skills, including Excel and integrated resources management (ERP) software (SAP, Microsoft Dynamics…)
  • Knowledge and experience of project management
  • Strong technical skills in the supply chain with significant experience in leading supply chains across multiple sites
  • Knowledge of the humanitarian sector trends and constraints would be an advantage

Qualifications/ experience desirable:

  • Experience in international supply chains and custom regulations would be an advantage
  • Training and capacity building would be an advantage
  • Experience in international supply chains and custom regulations would be an advantage
  • Experience of working in ERP, (SAP), based systems and environment
  • Experience of working in large scale/fast-moving emergency responses would be an advantage

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