Supply Chain Coordinator Job in Kenya

Plan International

Career Opportunities: Supply Chain Coordinator (46621)

Requisition ID 46621


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.


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 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.


Reports to: Supply Chain, Administration and Logistics Manager

Direct reports - No direct reports

Key relationships


Program Teams.

Finance Department.

Administration and Logistics Coordinator in the Field.

The Shared Services Centre.

Risk & Compliance.

Technical Advisors.


Suppliers/Vendors /Contractors




Medium contact: Occasional interaction with children


Typical office environment with 30% travel to the field.


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


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


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.


Qualifications/ ExperienceEssential:

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.


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


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


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.