Supply Chain Coordinator at Plan International

Key relationships

Internal: 

 

• Program Teams. 
• Finance Department. 
• Administration and Logistics Coordinator in the Field.
• The Shared Services Centre.
• Risk & Compliance.
• Technical Advisors.

 

External: 

 

• Suppliers/Vendors /Contractors
• Partners 
• Consultants

 

LEVEL OF CONTACT WITH CHILDREN 

Medium contact: Occasional interaction with children

 

ENVIRONMENT 
 

• Typical office environment with 30% travel to the field. 

 

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES 
 
Planning, strategy and policy (25%)  

• Liaise with the user and technical departments to ensure accuracy and consolidation of the procurement plans and that specifications on PRs meet market standards and user requirements 
• Oversee program area supply chain functions to ensure value for money to the organization. 
• Ensure transparency and integrity in the supply chain processes in line with Plan policies and guidelines.  
• Consolidate and monitor procurement plans and reporting for the program area. 
• Coordinate periodic reviews of the procurement guidelines for responsiveness and ensure their correct implementation by all the staff.  
• Coordinate periodic reviews and update of the supplier database which is able to adequately serve the business needs. 
• Advice on grants compliance policies specific to individual donors. 
• 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.). 

Sourcing and Award Processes (20%)  

• Coordinate the program area tendering committee in review, update and implementation of supplier sourcing process. 
• In liaison with the tender committee, oversee open and closed tender procedures and performs bid analysis and filing. 
• 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 in compliance with set policy guidelines. 
• Coordinate and ensure optimal interface between the supply chain and business units for efficient customer service delivery. 
• Prepare purchase orders and contracts, ensure all approvals are obtained and services rendered. 
• Keep proper and an up to date filling system for all procurement documents. 

Supplier and 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 (GRN, 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. 
• Review and share the weekly procurement tracker. 
• 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. 

People Management (10%)  

• Provide technical support to the program area supply chain team. 
• Provide input for Team performance management process. 
• Capacity build supply chain staff on procurement processes, procedures and best practice 

YODA Project (20%)

In collaboration with the RH YODA Supply Chain Coordinator;

• YODA Supply Chain Strengthening- Deploy and support the CO with the supply chain strengthening guidance; Gap analysis and recruitment if needed. Help define a revised org. chart in supply chain that match D365 licences and procedures needs. 
• Business Process Strengthening- Provide specific training & competency building as preparedness activities for the CO
• Support CO request: provide help in CO strengthening requests.
• Readiness Activities- Deployment plan and readiness activities (readiness checklist)
• D365 Trainings- Foundation modules and SC Specific Modules (17)
• Post-deployment Hypercare support – SME.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures. 
• Leads the orientation of programme staff to ensure that they are properly inducted on and understands their role in upholding Plan International’s 

     safeguarding and GEI policies; 

• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team;  
• Ensures that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.   

Other duties (5%) 

• Support audits of CO and program area 
• Participate in the PU and area management meetings 
• Participate in program meetings 
• Provide orientation/Induction for new staff 
• Other duties assigned by the line manager

LEADERSHIP COMPETENCIES 

• Courageous, taking a lead, challenging myself and others to achieve purpose, safeguard others and role model values, inside and outside work.         
• Responsible for my work and learning, striving to improve. Self-aware, resilient and constructive in embracing change. Striving to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. Challenging myself to be bold, courageous, responsive, ocused and innovative. 
• Creating a climate of trust inside and outside the organisation by being open, honest and transparent. Holding myself and others to account for decisions and impact on others. Doing what I say I will do. Working effectively with others, inside and outside the organisation, including sponsors and donors. Actively supporting colleagues, helping them to achieve their goals. Coming together with others to create and implement solutions in teams, across Plan International, with children, girls, young people, communities and our partners. 
• Respecting all people, appreciating differences and challenging inequality in programmes and the workplace. Supporting children, girls and young people to increase their confidence and to change their own lives. Empowering other staff to give their best and develop their potential. 
• Understanding Plan International’s purpose, priorities, values and approaches in our work context. Adhering to relevant policies, processes, practices and standards, and being pro-active in continuing technical and professional development 

BUSINESS MANAGEMENT COMPETENCIES 

• Understands relevant sectoral context including, how the sector operates in terms of funding and governance and awareness of Plan's purpose, values, and global strategy. 
• Manages legal and reputational risk including, risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security. 
• Managing activities and resources including, skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management.
• Managing people and information including, skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing, and digital working, including personal digital skills.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE 
 
Qualifications/ Experience Essential:  

• University degree in Supply chain management, Business management and administration or related field 
• At least 4 years of practical experience in similar position most of which should preferably be from within the humanitarian/NGO sector.
• Member of the Kenya Institute of Supplies Management (KISM) and /or Diploma in Procurement and Supply from the Chartered Institute of Procurement  & Supply (CIPS UK) or other relevant professional qualification. 
• Experience in a similar environment with significant scale of country wide Supply Chain management including procurement, warehousing, fleet, Assets and security management. 
• Previous experience in managing and developing teams and the ability to lead, motivate and develop others.
• Strong leadership and interpersonal skills with a particular ability to think out of the box.
• Strong analytical and problem-solving skills, with the ability to report and demonstrate on performance improvement and efficiencies through spot on and concise reports.
• Excellent communication skills.
• Strong IT skills, including Excel, PowerPoint and integrated resources management (ERP) software (SAP, Microsoft Dynamics…) 
• Knowledge and experience of project management.
• Training, capacity building and presentation skills
• Strong technical skills in supply chain with significant experience in leading supply chains across multiple sites.
• Knowledge of the humanitarian sector trends and constraints would be an advantage.

Qualifications/ experience desirable:  

• Experience in international supply chains and custom regulations would be an advantage 
• Training and capacity building would be an advantage 
• Experience in international supply chains and custom regulations would be an advantage 
• Experience of working in ERP, (SAP), based systems and environment 
• Experience of working in large scale/fast moving emergency responses would be an advantage 

Languages required 

• Excellent written and verbal communication skills in English.