Plan International Senior Logistics and Procurement Coordinator Job in Kenya

Position: Senior Logistics and Procurement Coordinator
 

Department & Location: Operations- KCO
 

Reports to: Country Logistics and Administration Manager
 

Purpose: Founded 75 years ago, Plan International is one of the oldest and largest children's development organizations in the world. We work in 50 developing countries across Africa, Asia and the Americas to promote child rights and lift millions of children out of poverty particularly those who are excluded or marginalized. 

We deliver high quality programs that deliver long lasting benefits and work in partnership with others. 

Plan's vision is of a world in which all children realize their full potential in societies that respect people's rights and dignity. Plan is independent, with no religious, political or governmental affiliations and is an equal opportunity employer.
 

The purpose of this position is to contribute to effective programme implementation through provision of procurement services and risk management support to Plan Kenya activities. 

The incumbent will support the Country Logistics and Administration Manager in his/her role and provide management cover whenever necessary.

Dimensions of Role:
 

The Senior Logistics and Procurement Coordinator will report to the Country Logistics and Administration Manager. 

The post holder will be fully in charge of the Country Office procurement and supply chain management.

Responsibilities and Accountabilities:

• To implement and monitor logistics systems, in accordance with Plan Kenya policies and procedures.
• To receive all procurements and supply requisitions from the KCO and Programme Units and ensure they are all endorsed prior to processing for procurement purposes.
• Request for offers and quotations and prepare the necessary BIDs analysis
• 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
• Prepare Purchase orders/contracts and ensure all approvals are obtained, purchase orders delivered to the relevant suppliers and acknowledgement received.
• Follow up with suppliers and ensure goods and services are delivered as agreed.
• Liaise with the Requesters to ensure goods and services requested are received and the necessary documentation satisfactorily done (goods received notes/invoices)
• 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
• Assist in ensuring timely submission of all financial documents to the finance department by the stipulated date;
• Assist in the preparations of all the necessary financial documents e.g. local purchase orders (LPOs), payment requests, purchase requisition form requests and follows up to ensure the necessary approvals are effected in a timely manner.
• Follow up with the Finance department to ensure Suppliers/service providers’ payments are done in a timely manner.
• To receive and address any complaints from service providers and requesters or refer then to the right offices to timely redress.
• Timely update and correctly enter all related data of purchases into PRISM; Makes sure all purchased assets are properly recorded into PRISM;
• Keep proper filling system for all procurement documents;
• Experience SAP P2P (Procure to Pay) Procurement process cycle.
• SCM / SRM experience in SRM Logistics & Procurement: With the focus on procurement processes from the KCO to Hubs Support will be added advantage.
• Exposure on enabling elements relevant for SAP & Logistics & procurement organizational structures, master data, planning using MRP and/or APO and enabling technologies also will be added advantage.
• Analyze monthly spend reports to identify trends and opportunities for further cost reductions.

Other:

• Process Areas: Procurement Planning (MRP), Procurement Processing, Inventory Management, Transportation Planning, Transportation Cost Management, Contract Management, Spend Analysis, Supplier Evaluation, Self Service Procurement, Plan Driven Procurement, Spend Analysis, Content Management (Master Data), Invoice Management, Service procurement.
• Provide capacity building to the staff under his/her department, while providing support to hub based Procurement Coordinators upon request by the Supervisor. To carry out other logistics and procurement tasks as directed by the Country Logistics and Administration Manager.
• Promotes and abides by Plan policies and procedures including but not limited to: Gender equality mainstreaming, Child Protection Policy; Code of Conduct and the related mandatory reporting responsibilities.

Dealing with Problems:
 

The position is interlinked with both external customers and internal customers thus positioning the function as the business agent which is actually faced with many challenges starting from inadequate specifications to bad quality service/goods deliveries.

The post holder has to be proactive, demonstrate the ability to solve problems and apply the best supply chain management judgment within the scope of business.

Communications and Working Relationships:
 

For both the community and the organization to realize the efficient service delivery, the post holder has to have a good working relationship with suppliers.
 

The post holder will be required to maintain working relationship with Country Logistics and Administration Manager, Procurement Coordinators, PUM, program and support staff, and Finance staff.

Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:
 

Qualifications, Knowledge and Experience

• Degree in procurement and supplies management, Business Management or relevant training in Logistics procedures and systems
• Minimum of 5 years’ proven experience in procurement and supply chain management
• Relevant work experience with other NGOs, UN agencies or government departments
• Demonstrated ability to use latest MS Office applications.
• Thorough understanding of Procurement and Logistics policies, rules and regulations;
• Experience on VAT exemptions procedures and Knowledge on Government requirements on duty exemptions;
• Demonstrated ability to maintain integrity in performing responsibilities assigned;
• Ability to pay close attention to details, take initiative and work with minimal supervision;
• Knowledge of SAP operations will be an added advantage.
• Exposure using P2P SAP Processes and logistics management.

Skills Specific to the Post

• Excellent written and oral communication skills
• Negotiation skills
• Cost analysis
• Attention to details and good numeric accuracy
• Strong Planning and organizational skills
• Computer skills
• Problem solving skills
• Good interpersonal and ability to work in a team
• Reporting and ability to keep accurate record
• Ability to work under pressure and to deadlines
• Flexible

Key Behaviours

• Communicates clearly and effectively
• Acts with high degree of integrity and professionalism. Committed, honest and sincere
• Proactive
• Accurate and punctual
• Keeps other team members regularly updated

Physical Environment and Demands:Typical office environment with field visits demands.
 

Level of Contact with Children: Low contact - No contact or very low frequency of interaction

How to Apply

CLICK HERE to apply online

Send your motivation letter and CV as one document when applying.

The closing date of applications is 3rd November 2014. 

Only shortlisted applicants will be contacted.