COOPI Regional Office Support Manager Job in Nairobi Kenya

Organization: COOPI – Cooperazione Internazionale is a relief and development organization founded in Italy in 1965. COOPI’s envisions a world without poverty where diverse cultures live together sharing equal rights and equal opportunities. 

COOPI’s mission is to reduce poverty in the global South through interventions of long-term sustainable international cooperation. 

COOPI also conducts advocacy activities in Italy, to fight the cause of the serious economic gap between the North and South.
 

Position: Regional Office Support Manager
 

Reporting To: Regional Administrator
 

Location: Based in Nairobi, Kenya with 50% of time working directly in field locations (Somalia, Uganda and Kenya).
 

Key Tasks: Regional Operation Support Manager reports to the Regional Administrator (RA). 

He/she will ensure that the Regional Office of Coopi will: 

(a) have strong operating system in all logistics matters including the management of procurement process as well as the supply chain 

(b) COOPI staff fully understand and implement the logistic and procurement operating procedures; 

(c) COOPI staff develop and maintain high level of skills in logistic and procurement management. 

The Regional Operation Support Manager will provide technical supervision and support to Coopi field operations in order to maximize the efficiency, effectiveness and accountability in implementing of the projects. 

The Regional Operation Support Manager will spend at least 50% of his/her time working directly in field locations (Somalia, Uganda and Kenya).

A- Responsibilities and Tasks:

1. Responsible for Coopi Regional Operations related to procurement and logistics
2. Develop and implement logistic and procurement Standard Operating Procedures (SOP’s) to ensure an effective, transparent, and compliant procurement processes. Such SOP’s are to take into account COOPI’s logistics and procurement requirements, as well as that of donors and relevant government
3. Develop and implement training modules to ensure that all COOPI regional staff (including field based staff) fully understand and implement the SOP’s
4. Manage logistic/procurement staff in Nairobi Office
5. Support and supervise logistic/procurement staff in the field

B- Planning and Operation

1. Develop and implement a sustainable and robust procurement and logistics system for the efficient and effective support to all Coopi Regional Office regular and emergency programmes and support services;
2. Design, with Data Analyst support, a tool to monitor all procurement at Regional level;
3. Develop procurement plans in collaboration with the Coopi Project Managers during the inception phase of the projects;
4. Provide guidelines to Project Managers for revision and updating of the procurement plans and validate the revised versions;
5. Supervise and provide guidance to Project Managers s for all major procurement in the projects following a prioritization plan shared with the Regional Administrator;
6. In line with internal risk control system and COOPI procedures, provide second level control and validation for any procurement, before submission for approval to the Regional Representative and COOPI Headquarters in Milan. (Special focus will be on the respect of criteria of pre-identification and or qualifications for the suppliers, including verification of their identity/profile);
7. Supervise the efficient and timely supply of all items from suppliers to the Projects Sites;
8. Ensure compliance with donor requirements, rules and regulations;
9. Ensure that all suppliers and service providers conform with the Code of Ethics, that all contract payments are processed in a timely manner, and that the asset register and inventory item vouchers are up-to-date at all times;
10. Support the Project Administrators in finalising inventory lists for donor reports;
11. Provide timely procurement and logistics reports as required
12. Dispose of assets efficiently and in accordance with donor requirements;
13. Attend internal strategic and planning meetings when required;
14. Ensure that all Regional and Field Offices are managed effectively;
15. Ensure that all new staff receive a comprehensive logistics briefing before being deployed;

C- Organisation, administration and personnel management

1. Overall responsibility for the management of the procurement and logistics department and staff;
2. Assist the Regional Administrator to review documents related to the Procurement award process (quotations, evaluation, award decisions, technical/financial reports, and disbursements).
3. Assist the Regional Administrator to prepare suppliers contracts, works/supply status updating in coordination with the Project Managers, payment disburse, tax exemption, etc., and ensure that these comply with donors and Coopi regulations.
4. Supervise that Project Managers maintain a complete, accurate and timely filing system for Project Activities and Coopi documents, both hardcopy and softcopy.
5. Help identify potential photo opportunities and stories from the field on Project Activities outcomes.

D- Accountability

1. Implement anti-corruption measures;
2. Analyse and evaluate information regarding vendor’s identity and performance with regards to quality, pries and delivery and ensure that it conforms to COOPI requirements.
3. In collaboration with Regional Administrator and Regional Representative, design and support the Protocol for Control before Payment Authorization for all Somalia operation in order to enable an effective control of the correctness and completeness of the procedure applied for payments in line with COOPI Purchasing Procedure (f.i. verification of all supporting documents, presence of an invoice, payslip, debit note or similar document that report the amount, the references to the order as well as to the cost centre (MAGO code)
4. In strict collaboration with the Somalia Area Coordinator and Regional Program Coordinator conduct Risk Assessments in the area of operation in line with the internal risk system (matrix tool)
5. Prepare report of missions and submit it to Regional Administrator and Regional Representative
6. Oversee the observance of the Coopi Code of Conduct within the procurement and logistics department, ensure that logistics staff fully understand what corruption is and are trained at least once a year on the detail of the Code of Conduct and anti-corruption measures
7. Ensure that all suppliers and logistics staff are aware of the procedures to whistle-blow for corruption and other breaches of the Code of Conduct.
8. Ensure that all suspicions and allegations of corruption are reported to the Regional Representative/ Regional Administrative immediately.

Qualifications & requirements

• Diploma level in logistics management including procurement

Essential Competencies: To be successful in this role you must have the following:

• More than 5 years’ experience in Humanitarian Aid operations
• Knowledge of procurement regulations of major donors, in particular EU and UN
• Experience in:

1. managing administration, procurement and logistics operations in complex emergency contexts
2. preparing procurement plans and systems to follow up the procurement process
3. in developing training material as well as training of staff

• Experience running operational risk assessment
• Excellent attention to detail and strong organizational skills.
• Excellent inter-personal skills and proven ability to negotiate with a wide range of people (internally and externally)
• Strong networking capability
• Ability to adapt to the harsh and stressful working conditions of Somalia and the size of programme
• Advance computer skills
• Good oral and written communication skills in English.
• Good oral and written communication skills in Italian will be preferred

Start date: ASAP
 

Application
 

Send by Email 1 page letter of expression of interest and updated CV by the Closing date: 15th December 2014 to the following address: 

The Regional Representative 
Coopi - Cooperazione Internazionale,

eMail: hr.nairobi@coopi.org 

Note: Only short listed candidates will be contacted.