Supply Chain Coordinator Job in Kenya

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


20% Physical

How To Apply

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