Plan International
Career Opportunities: Supply Chain Coordinator (46621)
Requisition ID 46621
WHO WE ARE
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.
With approximately 38 years of
experience in implementing its programme, Plan International Kenya (PIK)
currently operates in 12 geographical areas; Nairobi, Machakos, Kajiado,
Tharaka-Nithi, Siaya, Kwale, Kilifi, Homa Bay, Kisumu, Tana River, Marsabit and
Turkana.
OUR STRATEGY STATEMENT
Plan International Kenya’s
(PIK) 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 running between
2022-2026 and to reach additional beneficiaries through its interventions.
Within Plan International
Kenya, the Supply Chain Coordinator will be responsible for making timely and
cost-effective buying decisions that secure value for money to the
organization, and aligned with Plan International standards and processes. The
post holder will drive supply planning and engage proactive front-end Supply
Chain support to meet project needs and requirements; achieving compliance to
Donor, Grants and Plan procedures and systems, as much as upholding high
standards of ethics.
THE ROLE
The role holder will be
responsible for the efficient and effective organization and coordination of
the Supply Chain Team towards a data driven supply chain. This is an
opportunity to grow performance and expertise within the Country Office and
across Programme Unit. This role will strengthen internal control processes and
capacity build teams for 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. This
position will interact closely with the Country Supply Chain Manager to ensure
alignment of activities with the Global standards and requirements, as well as,
Supply Chain Strengthening, Business Process Strengthening, Coordination of
readiness activities, Support in conducting System Training and post deployment
hyper care of YODA, support to the CO.
MANAGEMENT SCOPE, REPORTING LINES, KEY RELATIONSHIPS
Reports to: Supply Chain, Administration and Logistics Manager
Direct reports - No direct reports
Key relationships
Internal:
Program Teams.
Finance Department.
Administration and Logistics Coordinator in the
Field.
The Shared Services Centre.
Risk & Compliance.
Technical Advisors.
External:
Suppliers/Vendors /Contractors
Partners
Consultants
LEVEL OF CONTACT WITH CHILDREN
Medium contact: Occasional
interaction with children
ENVIRONMENT
Typical office environment with
30% travel to the field.
ACCOUNTABILITIES AND MAIN WORK ACTIVITIES
Planning, strategy and policy (25%)
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.
Coordinate periodic reviews of the procurement
guidelines for responsiveness and ensure their correct implementation by all
the staff.
Coordinate periodic reviews 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.).
Sourcing and Award Processes (20%)
Coordinate the program area tendering committee in
review, update and implementation of supplier sourcing process.
In liaison with the tender committee, oversee open
and closed tender procedures and performs 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 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 proper and an up to date filling system for all
procurement documents.
Supplier and Contract Management (15%)
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 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 technical support to the program area supply
chain team.
Provide input for Team performance management
process.
Capacity build supply chain staff on procurement
processes, procedures and best practice
YODA Project (20%)
In collaboration with the RH
YODA Supply Chain Coordinator;
YODA Supply Chain Strengthening- Deploy and support
the CO with the supply chain strengthening guidance; Gap analysis and
recruitment if needed. Help define a revised org. chart in supply chain that
match D365 licences and procedures needs.
Business Process Strengthening- Provide specific
training & competency building as preparedness activities for the CO
Support CO request: provide help in CO strengthening
requests.
Readiness Activities- Deployment plan and readiness
activities (readiness checklist)
D365 Trainings- Foundation modules and SC Specific
Modules (17)
Post-deployment Hypercare support – SME.
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.
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
Other duties assigned by the line manager
LEADERSHIP COMPETENCIES
Courageous, taking a lead, challenging myself and
others to achieve purpose, safeguard others and role model values, inside and
outside work.
Responsible for my work and learning, striving to
improve. Self-aware, resilient and constructive in embracing change. Striving
to achieve significant and lasting impact on the lives of children and young
people, and to secure equality for girls. Challenging myself to be bold,
courageous, responsive, ocused and innovative.
Creating a climate of trust inside and outside the
organisation by being open, honest and transparent. Holding myself and others
to account for decisions and impact on others. Doing what I say I will do.
Working effectively with others, inside and outside the organisation, including
sponsors and donors. Actively supporting colleagues, helping them to achieve
their goals. Coming together with others to create and implement solutions in
teams, across Plan International, with children, girls, young people,
communities and our partners.
Respecting all people, appreciating differences and
challenging inequality in programmes and the workplace. Supporting children,
girls and young people to increase their confidence and to change their own
lives. Empowering other staff to give their best and develop their potential.
Understanding Plan International’s purpose,
priorities, values and approaches in our work context. Adhering to relevant
policies, processes, practices and standards, and being pro-active in
continuing technical and professional development
BUSINESS MANAGEMENT COMPETENCIES
Understands relevant sectoral context including, how
the sector operates in terms of funding and governance and awareness of Plan's
purpose, values, and global strategy.
Manages 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.
Managing activities and resources including, skills
in strategic thinking, planning and organising, financial planning and
monitoring, negotiation and programme and project management.
Managing people and information including, skills in
assessment and coaching, evidence-based management, communication skills, both
speaking and writing, and digital working, including personal digital skills.
TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE
Qualifications/ Experience Essential:
University degree in Supply chain management,
Business management and administration or related field
At least 4 years of practical experience in 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
qualification.
Experience in a similar environment with significant
scale of country wide Supply Chain management including procurement,
warehousing, fleet, Assets 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, PowerPoint and
integrated resources management (ERP) software (SAP, Microsoft Dynamics…)
Knowledge and experience of project management.
Training, capacity building and presentation skills
Strong technical skills in 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
Languages required
Excellent written and verbal communication skills in
English.
Knowledge:
Understand and adhere to the policies, processes,
practices and standards relevant to own work and keeps their knowledge and
skills up to date
In-depth understanding of the policies, processes,
institutions and organizations that shape the development and humanitarian
context and standards within Kenya.
Understanding of the implications of working with a
rights-based approach to development and is able to analyze the situation of
children’s and particularly girls’ rights in his/her working context
In-depth knowledge on different types of
partnerships and civil society strengthening and capacity building.
Understanding issues, principles and strategies and their root causes and
working with Plan’s principles and a range of strategies and approaches to
improve outcomes
Skills:
Excellent relationship building skills – networking,
influencing and stakeholder management skills
Ability to identify, analyze and monitor current
supply chain management trends
Experience in developing strong, equal and robust
contracts with Suppliers & other contractors
Hand in experience and skill in ERP-SAP
Behaviors:
Honest and efficient in use of resources, including
own knowledge management
Good team player, communicating effectively and
being open and supportive towards those around them.
Promotes equality, including gender equality,
inclusion and girls’ empowerment in Plan’s work and in its work with partners
The ability to build collaborative working
relationships through knowledge sharing, Networking, mentoring, coaching and
advocates the importance of knowledge management
Equality, diversity and
inclusion is at the very heart of everything that Plan International stands
for.
We want Plan International to
reflect the diversity of the communities we work with, offering equal
opportunities to everyone regardless of age, disability, gender reassignment,
marriage and civil partnership, pregnancy and maternity, race, religion or
belief, sex or sexual orientation.
Plan International 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 foster an organisational
culture that embraces our commitment to racial justice, gender equality, girls’
rights and inclusion.
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.
This means that we have particular responsibilities to children that we come
into contact with and we must not contribute in any way to harming or placing
children at risk.
A range of pre-employment
checks will be undertaken in conformity with Plan International's Safeguarding
Children and Young People policy. Plan International also participates in the
Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will
request information from applicants previous employers about any findings of
sexual exploitation, sexual abuse and/or sexual harassment during employment,
or incidents under investigation when the applicant left employment. By
submitting an application, the job applicant confirms their understanding of
these recruitment procedures.
The application deadline is on
21/05/2023.
Disclaimer: Plan International
is an equal opportunity employer and does not discriminate applicants on any
basis. We also do not charge Job seekers any fees at any point of the
recruitment process.
Female candidates are highly
encouraged to apply for this position.
