Supply Chain Coordinator
Key Responsibilities
% of time Activity End
Results
Planning
10%
Advise
and seek approval from internal customers for modifications from original
requests.
Facilitates
across all parties the timely resolution of issues that could impact meeting
the needs of the requestor and communities.
Identify
alternative supply sources for materials/services not under contract
Ensure
safe delivery and receipt of ordered materials
Resolve
conflicts with deliveries and suppliers
Timely
procurement of goods and services
Strategic Sourcing 10%
Execute
the Market Assessment and Supplier Prequalification process as per the set
guidelines based on the set guidelines for the assigned categories.
Manage
the RFQ/RFP Process including baselines & price survey methodologies as per
the approved framework for the assigned categories.
Lead
negotiations for the assigned Categories.
Supervise
the Sourcing events and assist with work relating to sourcing.
Preparation
of Procurement Committee submission documents to ensure their comprehensiveness
to allow an informed decision-making process.
Facilitate
Purchasing Committee meetings and ensure that proper documentation is
maintained.
Business
efficiencies achieved
Supplier contact
relationship and management 10%
Accurately
complete the master data management form (or contract/supplier register)
Monitor
and complete contract close-out, renewal, or retender, as appropriate for the
assigned commodities.
Ensure
that contractual conditions and performance indicators are understood by the
suppliers.
Identify
& resolve or escalate contract-related issues both internally and
externally.
Analyze
supplier performance based on customer feedback information & other sources
and coordinate with suppliers for improvement.
WV
uses Standard / vetted contracts and manages, maintaining a healthy supplier
relationship
Procurement Execution 20%
Receive
incoming Purchase Requisitions (Pending Buyer Action), verify specifications
are clear, conduct sourcing event if required items are not already on
contract, update the PR with actual supplier record, and release PR for
approval.
Follow
Procurement policies and guidelines in Supplier Award decisions under the
applicable threshold.
Manage
PO Change requests coordinating with Requesters, Budget Owners, and Suppliers
Consolidates
all required documentation for presentation to Finance for timely supplier
payment for materials and services delivered.
Timely
and quality delivery.
Data Management and
Analysis 10%
Collect
and analyze organization-wide data to support decision-making
Provide
support in the design of the business metrics to monitor SCM performance and
alert management when the performance trigger is violated
Conduct
spend analysis to support strategic sourcing activities, and Supplier
Relationship Management
Prepare
summary report of supplier bid responses for Procurement Committee award
decision meetings
Track
and analyze procurement performance and savings against established target
levels
Operational
Data is collected, analyzed, interpreted, and well-managed meeting the SCM
Targets.
Process, Procedure, and
Policy 10%
Conduct
all procurement-related tasks as per the approved procurement policies,
processes, and guidelines.
Advise
management regarding any challenge/risks / impractical guidelines.
Collect
customer feedback relating to the policies, processes, and guidelines, and
report to NO Management for improvements or change,
Review
with Partners / Sub-Grantees, their SCM Policies, procedures, etc. to identify
any gaps, document them under assessment reports, and capture them under
capacity building plans.
continuous
improvement culture is embedded
Systems Development &
Implementation 5%
Collect
and collate useful data which can be used to improve the general systems
established and communicate this information to the immediate Supervisor
Quality
data is available for decision-making
Control & Compliance
10%
Conduct
supplier pre-qualification for all new suppliers and maintain records.
Participate
in the development of risk identification & assessment tools, registers,
and other tools and assess SCM and contractual risks for procurement of goods,
works, or services.
Maintain
proper filing and record keeping as per the guidelines set by the management.
Coordinate
with Requesters to close out open POs promptly.
Implementation
of agreed audit recommendations in the procurement process as per the guidance
given by the HoD.
Participate
in the process of reviewing partners / Sub-Grantees, and the internal control
system in the procurement process to identify any gaps, document them under
assessment reports, and capture them under capacity-building plans.
Periodically
monitor the progress on implementation of recommendations and update the
management of all parties.
All
Risks emanating from procurement are mitigated
Training and capacity
building 10%
Coordinate,
participate in, and/or train staff from Supply Chain Staff and other WVI
Departments on WVI Procurement Policies, Processes, and Systems
Conduct
Partners’ / Sub-Grantees’ capacity assessment and capacity building plans as
per set framework/guidelines.
Train
the Partners / Sub-Grantees based on the approved capacity-building plan, and
monitor progress.
Coordinate
with internal stakeholders in monitoring the progress and submit progress
reports to the management.
5% Any other duties
Participate
in committee and task forces requiring security input or guidance.
Any
other duty that may be assigned by the supervisor or designee
Teamwork
is enhanced
Knowledge/Qualifications
For The Role
Required Professional
Experience
University
degree in Business Administration, Procurement, or similar degree, or
equivalent experience
Postgraduate
qualification in Purchasing and Supplies Management from CIPS Level 4
At
least 4 years experience in Procurement or Supply Chain
Computer
literate with excellent working knowledge in MS Office.
Experience
in working with Enterprise Resource Platform (ERP’s)
Required Education,
training, license, registration, and certification
A
member of the Kenya Institute of Supplies Management (KISM)
Preferred
Knowledge and Qualifications
High
professional ethics and integrity
Good
interpersonal and organizing skills
Must
be a committed Christian, able to stand above denominational diversities
Strong
communication skills.
Experience
working in the INGO in a similar role is an added advantage
Travel
and/or Work Environment
Requirement
20%
Physical
How To Apply