Procurement & Administration Assistant
REPORTS TO; Procurement, Administration and Logistics Coordinator
DIRECT REPORTS; None
THE ORGANISATION
Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries. Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls.
Plan International Kenya (PIK) has approximately 38 years of experience in implementing its Programme. Currently PIK mainly operates in nine geographical areas; Nairobi, Machakos, Kajiado, Tharaka-Nithi, Siaya, Kwale, Kilifi, Homa Bay and Kisumu.
PLAN INTERNATIONAL KENYA STRATEGY STATEMENT
PlK’s strategic goal in
the next five years is to end teenage pregnancies and end all forms of sexual
and gender-based violence against adolescent girls and young women. We aim to
help create an enabling environment where girls and young women are safe, valued,
equally cared for, and have equal opportunities. PIK will contribute to the
global strategy by aiming to reach directly approximately 2.75 million
(children, including girls and Young Women over the period of the strategy
2022-2026 and to reach additional beneficiaries through its interventions. The
role provides strategic leadership in order to create real change for children,
especially girls, against Plan Kenya’s strategic programme priorities.
The Administration and
Procurement Assistant will be responsible for support of the general
administration and procurement transactional activities at the designated
program unit areas
Duties & Responsibilities
Front Office Management (40%)
• Act as
the first point of contact for all incoming visitors and the organization
switchboard and refer these to relevant department or staff members.
• Responsible for
opening, closing and monitoring access to the office, using the installed
security system at the main door.
• Responsible for timely
payment of all utility bills.
• In liaison with the
Procurement and Administration Coordinator, ensure annual renewal of all
relevant county government permits.
• Manage incoming,
outgoing mails and parcels while ensuring proper records are maintained for
tracking purposes.
• Management of office
petty cash float and adherence to set expenditure guidelines
• Ensure all
administration related documents are properly filled.
• Responsible for
management of office stationery and kitchen supplies while ensuring issuance
and proper records are maintained.
Procurement (35%)
• Ensure
transparency and integrity in the procurement processes in line with Plan
policies and guidelines;
• Receive, review
procurement requests and Source using appropriate procurement method.
• Analyze bids and
recommend selected vendor for approval;
• Prepare and Facilitate
issuance of approved LPOs to vendors and follow ups to ensure quality delivery
of goods and/or services.
• Liaise with the
requesters to ensure goods and services requested are received and the
necessary documentation satisfactorily done (goods received notes/invoices
etc.);
• Process payment and
ensure documentation is submitted to Finance in a timely manner
• Keep proper and an up
to date filing system for all procurement documents;
• Update and share the
weekly procurement tracker;
Travel and events Management (15%)
•
Responsible for booking tickets and taxis for staff, stakeholders and
visitors while ensuring all the relevant approvals have been granted before
securing bookings.
• Reconciliation of both
air and ground travel invoices against approved request before sharing with
finance department for payment.
• Provide administrative
support to conferences and workshops
• Maintain a database
for all travels and accommodation for staff, visitors and stakeholders for
accountability purposes.
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.
Other duties (5%)
• Ensure
procurement data integrity is maintained in the system at all times
• Support in management
of fleet
Competences
LEADERSHIP COMPETENCIES
•
Courageous in taking a lead, focused on Plan International’s purpose and
making the most effective contribution within my own work context.
• Understand and adhere
to the policies, processes, practices and standards relevant to own work and
keeps their knowledge and skills up to date.
• Takes responsibility
for own performance and development: reflecting; seeking and listening to
feedback; learning from mistakes; finding people or resources to help them
learn.
• Honest and efficient
in use of resources, including own time.
• Good team player,
communicating effectively and being open and supportive towards those around
them.
• Behaves in line with
our values and safeguarding practices, inside and outside work.
BUSINESS MANAGEMENT COMPETENCIES
•
Applies the Code of Conduct principles to their work activities.
• Understands their
responsibilities, level of decision making and how their role contributes to
the wider team.
• Understands the
importance of buying and using resources to achieve value for money.
• Works in accordance to
the policies and procedures relevant to their role and responsibilities.
• Uses the personal development
tools available.
Qualifications/ experience essential:
• Degree
in Business Administration /Procurement or equivalent
• At least 1-year work
experience in a similar role within a busy environment / NGO
• Understanding of
Plan’s business processes and strategic objectives
• Proven knowledge of
Microsoft technologies (Microsoft Office, Microsoft Windows)
Languages required
•
Excellent written and verbal communication skills in English.
Skills:
•
Service oriented and customer centric
• Decisive, Supportive,
versatile and flexible
• Cross functional team
management
• Written and verbal
reporting
• Works independently,
self-management and personal accountability
Behaviors:
• Role
model our values and behaviors both internally and externally.
• Engages sensitively
with staff and partners on issues of gender equality and inclusion,
demonstrating an understanding of the local culture and context.
• Promotes equality,
including gender equality, inclusion and girls’ empowerment in Plan’s work and
in its work with partners
• Applies participatory
influencing methodologies both internally and externally
• The ability to build
collaborative working relationships
• Ability to influence
• Uses creativity to challenge
the norm and promote innovation and thinks and acts for the wider organization
– linking procurement with the context of the wider organizational strategy
• Communicates
effectively
How to Apply
Equality, diversity and
inclusion is at the very heart of everything that Plan International stands for.