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Logistics and Administration Manager Job in Kenya

Plan is an international humanitarian child centred community development organization, without religious, political or government affiliation.

Plan is committed to protecting and promoting child rights and to improving the lives and futures of vulnerable children, their families and communities through a Child Centred Community Development approach.

Plan International Inc. Kenya is seeking to recruit for the following position to be based at the Country Office, Nairobi on a 3 year contract:

Position: Country Logistics and Administration Manager

Grade: D2

Department & Location: Program Support Services

Reports to: Country Director

Purpose: Provides leadership and strategic direction for the Logistics and Administration function within the country according to Plan’s global logistics and administration principles and policies and global best practices cognizant with local environment and business needs.

Job Summary: The Country Logistics and Administration Manager (LAM) will be responsible for the management and oversight of the logistics and administration function in Plan Kenya.

This position is responsible for ensuring high level support for the for Plan Kenya to implement a wide variety of programs which includes developing systems and managing all contracts for procurement/purchasing, supplies and services, market analysis, budgeting and supplies costing, storekeeping and warehousing (if appropriate) field and office/ base locations and assessments, technical infrastructure (installations and equipment), fleet and transport as well as security.

The LAM is therefore responsible for efficient and effective organization and coordination of the logistics and admin teams ensuring supply planning and proactive front end logistics support to meet project needs and requirements; achieving compliance to Donor Grants and Plan procedures and systems and upholding high standards in supplies ethics .

Being part of the senior management team the LAM will be responsible for implementation of sound internal controls in areas of supplies acquisitions, storage and usage and distributions.

The LAM is also responsible for oversight of security throughout Kenya and ensuring that security is of the highest standard at the CO and all the Program Units in the field as well as thorough security assessments in all new areas of operations. The LAM will drive security policy, SOPs, assessments according to best practice and Plan Global policies.

Its Country office operations in KCO, the Logistics and Administration manager will oversee performance of logistics and administration services in Programme Units. A matrix management line will be maintained with procurement and Administration staff in the programme units (PUS) as may be necessary.

Dimensions of Role:
  • Overall responsibility for country procurement and supply chain management; fleet management; security management and Administration services.
  • Roles cover Country office and all PU, with contribution to RESA regional and global Logistics and security strategy.
  • Represent Plan on areas of logistics, Admin and security management in country
  • Liaison with other NGOs, INGOs, logistics specialist for best practices and networks.
  • Offers advisory services to country team in area of logistics, admin and security as a Member of CMT.
  • Responsible Country Admin budget
  • Influences development of country level policies and complies with set organization’s polices and systems.
  • Custodian and advisor to CMT of logistics strategy, policies and procedures and systems.
Specific Duties and Responsibilities
 
1. Procurement and Supply Management
  • Oversee management of procurement and other logistics to ensure goods and services are purchased in time to facilitate project implementation at the same time ensuring the organisation receives value for money.
  • Develop and review the procurement policy that promotes community management/empowerment strategy.
  • Develops a country procurement plan and strategy in collaboration with procurement staff and lead its implementation and reports about progress
  • Approves the execution of stock- and purchase requisitions following the organization’s endorsed guidelines and escalation when required; Ensure procured supplies are of acceptable standards at all times.
  • Approves the purchasing schedules proposed by the Procurement/ Admin team.
  • Coordinates the drafting of an Annual Procurement Plan for the Country Office in conjunction with all stakeholders (department heads, CMT) and reports about progress;
  • Give feedback and advice on the Procurement Plans of the Program Units. Ensure the Program Units Procurement plans are prepared on time and are in line with Donor/ plan policies requirements;
  • Frequently review the procurement guidelines for responsiveness and ensure their correct implementation by all the staff.
  • Coordinates with RESA on all international procurement when necessary and manages importation and customs clearance with the support of the Procurement staff.
  • Maintain and update the supplier database which is able to adequately serve the needs of the country programmes at levels( National Level, Regional and Local)
  • Advice Plan Kenya on the various Grant procurement rules and regulation and monitor procurement transactions to ensure compliance at all times.
  • Liaise with suppliers to ensure on time delivery of the requested supplies.
  • Ensures the correct implementation of the Procurement Guidelines, oversees open and closed tender procedures and performs bid analysis together with the Tender Committee;

2. Transportation and Fleet Management
  • Responsible for fleet management
  • Coordinate country wide fleet management reporting on monthly basis and set reporting standards to be followed by both the country office and Program Units.
  • Ensure proper accounting of the vehicle and fuel usage by drivers.
  • Carry out a monthly analysis on vehicle usage for decision making;
  • Follows up on transportation issues forwarded by the Program Units, delegates the necessary to the Transport and Security Officer;
  • Approves and signs weekly/monthly logbook-, trip-, and fuel records, monitors utilization, maintenance and fuel consumption;
  • Ensures the correct implementation of the transport Management Guidelines;
  • Maintains a country-wide vehicle inventory and advises about vehicle allocation;
  • Oversee procurement of insurance covers for Plan vehicles and staff to ensure reduction of risk to Plan assets and staff.

3. Security management and implementation of policies
  • Oversee security management at CO and PUs to ensure Plan staff and assets are safe and hence minimisation of loss of lives and property;
  • Ensuring standard Operating Procedures (SOPs), Contingency plans are regularly updated and operationalized.
  • Ensures that all compounds are properly guarded and secured, both in terms of staff as well as facilities (fences, gates), takes appropriate corrective action when needed;
  • Gives advice about and assists with guarding/security issues related to residential compounds in consultation with the residents;
  • Issues guidelines and work instructions for guards (entrance/exit policies, gate-pass policy, rules of engagement etc.) and ensures their proper implementation.
  • Ensure the safety of the office at all times by putting measures to mitigate against theft, or threat to office security.

4. Budget Management
  • Manage Logistics and Admin related budgets and ensure proper spending at all times.
  • Support programs during the annual and project budget process in terms of providing information on procurement goods and the prices.
  • Prepare the departmental budget at the end of the financial year and submit the same to the CD and CFM.
  • Monitors the departmental budgets spend and support programme managers in avoiding under or over spending due to procurement and other logistics activities.
  • Track departmental spend on monthly basis to avoid under or over spending due to procurement related matters.

5. Compilation of Logistics and Admin reports and Compliance.
  • Produces Weekly and monthly updates to management on major issues in the department.
  • Produces the quarterly report on logistics and administration for submission to the Regional office on time.
  • Prepare quality country Logistics/Administration reports and submits the same to the country director and regional Logistics specialist.
  • Produces other reports on progress and share results to all stakeholders regularly and pro-actively, including audit actions;
  • Implements agreed Donor rules and regulations in procurement and usage of Donor funds and assets.
  • Capacity builds CMT members on various systems, donor procurement and asset management compliance requirements.
  • Keeps a record of all incidences and works with management to ensure actions and mitigation strategies are put in place

6. Staff Management for the department.
  • Recruiting and staffing of the Country Office Logistics and administration Department.
  • Manage, motivate, develop and oversee the performance of staff in line the organization’s systems, rules and regulations for HR management including staff evaluation, training and career planning;
  • Develop work plans for the department, following Country Policies, Project Agreements and other relevant CMT-decisions.
  • Monitor departmental performance and take actions when needed so that objectives are met (either continuously or on time when relevant),
  • Creating a positive working environment in which continuous improvement, service-mindedness, transparency and open communications are key values.
  • Supervise and manage performance for procurement and Admin staff including, coaching, mentoring and capacity building for the purpose of building their skills and competences to perform their jobs more effectively and efficiently.

Dealing with Problems:
  • Identifies and proposes innovative processes for plan Kenya Logistics operations
  • Collaborate with Regional Logistics specialist to strengthen quality of Plan Kenya Logistics Operations.
  • Successfully handles multiple operations tasks and initiatives
  • Diagnoses operational contexts and puts in place systems and resources for teams to operate efficiently and effectively.
  • Promotes innovation and learning
  • Communicates effectively to different levels of the organisation
  • Establishes strong working relationships with colleagues from different functions and cultures.
  • Works with external contacts and models integrity at all times.

Requirements

Education and Experience:
  • University degree in Supply chain management, Business management or related field with 8 years of practical experience in similar position.
  • A professional qualification and membership of recognized purchasing and supplies institution.
  • Experience in a similar environment with significant scale of country wide logistics management including procurement, security management, Administration and fleet management.
  • Previous experience in managing and developing teams and the ability to lead, motivate and develop others
  • Ability to prepare concise reports
  • Demonstrated relevant progressive experience in similar posts
  • Fluent in English and Kiswahili languages is an advantage.

Behaviors
  • Models and promotes efficient services.
  • Instill customer care attitude in teams.
  • Promotes the development of effective systems and policies
  • Promotes innovation and learning.
  • Clear and effective communication.

Models integrity.
  • Builds motivated, proactive, effective and committed teams in all the support areas.
  • To model best practices and excellence in support services delivery to plan and partners.
  • Products and services comply with quality standards
  • Ambitious, realistic and action oriented.

Skills
  • Development context exposure and skills
  • Capacity building and coaching skills
  • Proposal review skills
  • Planning and organizing skills
  • Strong Supply chain issues and how they link with Project management
  • Problem solving skills
  • Strong team building and motivational skills
  • Ability to work in a multicultural and multidisciplinary environment.
  • Strong negotiating, facilitating and influencing skills.

Conflict resolution
  • Advisory skills on technical and performance management matters.
  • Good computer skills (MS Office)

General:
  • Experience in budgeting and budget control;
  • Previous experience in Performance Management is preferred;
  • Ability to express and attain performance measures;
  • Capable of managing output and result;
  • Team builder; service minded.
  • Ability to develop and interpret procedures and policies will be an added advantage
  • Plan is an equal opportunity employer.


Employment is subject to Plan’s Child Protection standards including appropriate background checks and adherence to Plan’s Child Protection Policy.

If you meet the requirements of the above position, clickhere to apply online. 

The closing date of the application is 27th July 2014.

You are invited to read more about Plan in the website www.planinternational.org  


We regret that only short listed candidates will be contacted.

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