Procurement, Administration & Logistics Coordinator - Kisumu at Plan International

ABOUT THE ROLE

• The role covers all areas of Supply Chain at the hub level and ensure close liaison with the Administration and logistics Officer in Homabay Program Unit. Cross-functional engagement with other teams is critical to ensure alignment of processes and efficient operations country-wide. Supply Chain management in the scope of this role includes.
  • Technical processes across Operational Planning, Procurement, Assets, Fleet, Inventory and Warehouse Management, Distribution, Gifts in Kind, premises management, customs clearance in both Humanitarian and Development contexts.
  • Process performance analysis, monitoring and reporting.
  • Systems application, compliance and strengthening.
  • Team management and capacity strengthening.
  • Development of KPIs for Supply Chain activities; measuring and monitoring progress against objectives, ensuring targets are met to enable seamless synergies with other departments.
  • Provision of support and reporting to the Program Area Manager in order to mitigate and minimise financial and compliance risks throughout the Supply Chain.
  • Support in the selection of our local implementing partners and working with them on capacity development and monitoring across their supply chain activities. 
  • The role sits in the Program Area Management Team for the Hub.

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Strategically maintain high management standards for all Supply Chain activities (10%)

• The needs of the hub are planned, consolidated and appropriately sourced, with effective processes to achieve cost-savings, compliance and minimise risk.
• The hub Fleet (including vehicles, motorbikes and generators - owned and rented) is fit for purpose to deliver Plan International's projects and well managed including monitoring and reporting.
• The storage and flow of goods in the hub supply chain enables timely project delivery, whilst maintaining consistent and appropriate controls.
• The Offices and other premises (incl. warehouses, accommodation) are managed as a country-wide portfolio, with needs and costs reviewed and anticipated regularly.
• Accountable for overall Supply Chain performance, providing strategic direction for the role and ensuring it is well aligned to the organisational strategic objectives and Country Strategy.
• Develop the overall operational planning for procurement, fleet and assets, in liaison with respective user departments, and lead the implementation of the plan in order to realise the organisation’s objectives.
• Monitor overall process performance, manage continuous improvements in the department, ensure regular reports are received including quarterly procurement planning analysis. 
• Provide supply chain leadership & management support to key programmes in the country, with emphasis on ways of working effectively with the different Programme Units.
• Regularly submit readiness reports and provide feedback on progress.
• Establish feedback mechanisms for stakeholders to provide input to the ERP change process.

Office Management and General Administration – 10%

• Provide oversight of office operations at the Program units to ensure a conducive work environment.
• Support implementation of asset and property management and travel management, lease administration, warehousing and inventory management and staff safety and operational health (OSH), in liaison with relevant departments
• Support needs assessment on facilities, communications equipment, safe areas to ensure staff safety in their respective duty stations, in adherence to Security Standard Operating Procedures (SSOPs)
• Serve as security focal point person for the Program office.
• Compilation & consolidation of accurate weekly, monthly & quarterly reports.
• Oversee office filing, archiving and records maintenance.

Maintain high management standards for all Supply Chain activities (15%)

• Ensure the needs of the hub are planned, consolidated and appropriately sourced, with effective processes to achieve cost-savings, compliance and minimise risk.
• The storage and flow of goods in the hub supply chain enables timely project delivery, whilst maintaining consistent and appropriate controls.
• The Offices and other premises (incl. warehouses, accommodation) are managed as a country-wide portfolio, with needs and costs reviewed and anticipated regularly.
• Lead on driving supply chain change initiatives through the hub supply chain aiming for operational excellence in line with the Supply Chain Operations Manual.
• Develop the overall operational planning for procurement, fleet and assets, in liaison with respective user departments, and lead the implementation of the plan in order to realise the organisation’s objectives.
• Monitor overall process performance, manage continuous improvements in the department, ensure regular reports are received including quarterly procurement planning analysis. 
• 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.).
• Regularly submit readiness reports and provide feedback on progress.

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 (Goods Receiving Notes and 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.
• 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.
• Review, update, and share the weekly procurement tracker, to Program Area manager, Senior Program Coordinator and the Country Supply Chain Manager.

Supply Chain Operations Management (15%)

• Proactively engage with cross-functional teams to support the early identification of supply chain needs and ensure inclusion of supply chain aspects in all areas of the organization.
• Provide high quality input at all stages of the project cycle from idea and design to planning (including grant proposal development, budgeting, programme, procurement and workforce planning), to implementation and closure.  
• Develop a strong procurement structure with proactive market and supplier identification, development of supplier framework agreements (Long Term Agreements) at the hub level.
• Develop sourcing strategy to make procurement activities more proactive and strategic in manner to enable on time, quality, and cost-efficient programme delivery.   
• Ensure efficient process turnaround, value for money and efficient use of resources (staff, assets, infrastructure)
• The pool of assets is maintained, monitored and reported on to ensure it is fit for purpose and to comply with donor requirements.
• Offices are efficiently managed ensuring staff health and safety. All premises are appropriately, efficiently and regularly maintained.

Supply Chain Excellence, Logistics and Procurement compliance (15%)

• Accountable for effective, compliant and cost-efficient Supply Chain management processes, measures and controls that ensure the right quality and quantity of goods and services are purchased at the right price and delivered to the right place at the right time. 
• Certify that internal Supply Chain controls are always adhered to and safeguard the organization from loss or malpractice.
• Evaluate and control measures used to mitigate and manage risk in all supply chain business processes and guide management in development / improvement of control measures as necessary.
• Review all Procurement documentation ensuring compliance with the organisation’s policies, procedures and thresholds as per the operations manual.
• Ensure compliance to stores/warehousing, inventory and assets procedures which include physical checks/verification of goods and services received and implementation of efficient inventory management practices. 
• Ensure appropriate fleet processes are in place to mitigate risk, improving safety and security. 

Capacity Development of staff and Local Implementing Partners (10%)

• Lead and implement continuous improvement as a standard way of operating within the Supply Chain department.
• Provide oversight of the Supply Chain function, including the field Programme Units staff, building on process capacity and teams capability.
• Identify staff capacity building requirements through training needs assessments and skills gaps analysis for local implementing partners. 
• Close involvement in the selection process for Plan partners including due diligence process, proportionate monitoring of partner supply chain activities and procurement as well as providing capacity building, coaching and training as required. 
• Ensure that partners’ supply chain related reports are received and reviewed regularly as per the supply chain operation manual requirements. 
• Plan and support Implementation of Capacity Development plans that touch on Supply Chain.

Safeguarding (5%)

• Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Other duties (5%) 

• As assigned by the line manager.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Qualifications/ experience essential: 

• Degree in Procurement and Supplies Management, Business Management or relevant training in Logistics procedures and systems.
• CIPS accreditation 
• Minimum (5) years of progressive NGO experience in procurement, contract management, administration or related area. 
• Experience in procurement modules of any ERP.