Plan International NGO Procurement and Administration Officer Jobs in Kenya

Plan International NGO Procurement and Administration Officer Jobs in Kenya


The Organisation

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child.

But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity.

We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

Dimensions of Role:

The post holder will be based in Nairobi and will report to OC.

S/he will uphold Plan Purpose and Values, promote programme principles (transparency, gender equality and diversity) to enhance programme impact, and be committed to child protection and respect for human rights.

Typical Responsibilities - Key End Results of Position:

Procurement

  • To be responsible for processing procurement requests under the supervision of Office Coordinator – Nilinde in accordance with the Plan procurement policy.
  • Responsible for follow up and timely delivery of supplies to the field sites in line with project implementation.
  • To be responsible for establishing detailed requirements for office supplies, equipment and other goods required for workshops and meetings. Ensure that requisite quotes are obtained from the list of approved suppliers and ensures that such purchases are adequately supported by Local Purchase Orders (LPOs), Invoices and Delivery notes.

    Transport/Travel/Accommodation

  • To be responsible for coordinating travel and accommodation for project staff, volunteers and visitors by making relevant travel arrangements and hotel bookings.
  • Liaise with the approved travel agents to source tickets in accordance with the approved procedures.

    Warehousing/Assets

  • Ensure there is an up-to date stores inventory and stationery records.
  • Manage all documents related to stored items including stock cards, delivery and receipt papers.

    Administration

  • To be responsible for providing administrative and logistical support to conferences, workshops and meetings.
  • Make relevant hotel reservations and liaise with other suppliers as appropriate.
  • Ensure procurement and administration documents are scanned and filed accordingly.
  • To oversee repairs and maintenance of offices, furniture and equipment for the project.
  • To oversee provision of cleaning services ensuring proper maintenance and cleanliness of the offices.
  • Input and maintain up-to-date records for all the trackers and share the data with OC on a weekly basis.

    Basic Bookkeeping

  • Manage the petty cash floats in the office and ensure adequate funds are available for the project requirements.

    Other

  • To build and maintain positive relationships with all members of staff, and relevant contacts both within and outside the organization.
  • To become familiar with the Plan’s Health and Safety Guidelines and do everything possible to increase staff safety and maintain conducive healthy and safe working environment.
  • 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 post holder will demonstrate the ability to pay attention to details, be proactive and good management of time, and act with high degree of integrity and professionalism to meet demands of a dynamic and sometimes unpredictable program environment.
  • Communications and Working Relationships
  • The post holder will be required to maintain working relationship with visitors to the Program Unit and have effective working relationship with
    other Plan staff in Kenya

    Educational Qualifications, Knowledge & Experience

  • Bachelor’s degree/Diploma in business or Public Administration, Logistics or other related field.
  • 2-3 years relevant experience in administration, logistics and procurement, preferably in a similar position NGO setting.
  • Experience in USAID funded project will be an added advantage.
  • Knowledge in SAP system will be an added advantage.

    Key Skills Specific to the Post

  • Strong oral and written communication skills
  • Excellent interpersonal skills, flexible and team player
  • Excellent office management skills
  • IT/computer skills
  • Knowledge of filing and general record keeping
  • Pro-active and excellent time management skills
  • Telephone operation skills

    Plan International’s Values in Practice

    We are open and accountable

  • Promotes a culture of openness and transparency, including with sponsors and donors.
  • Holds self and others accountable to achieve the highest standards of integrity.
  • Consistent and fair in the treatment of people.
  • Open about mistakes and keen to learn from them.
  • Accountable for ensuring we are a safe organisation for all children, girls & young people
  • We strive for lasting impact
  • Articulates a clear purpose for staff and sets high expectations.
  • Creates a climate of continuous improvement, open to challenge and new ideas.
  • Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.
  • Evidence-based and evaluates effectiveness.

    We work well together

  • Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
    Builds constructive relationships across Plan International to support our shared goals.
  • Develops trusting and ‘win-win’ relationships with funders, partners and communities.
  • Engages and works well with others outside the organization to build a better world for girls and all children.

    We are inclusive and empowering

  • Seeks constructive outcomes, listens to others, willing to compromise when appropriate.
  • Builds constructive relationships across Plan International to support our shared goals.
  • Develops trusting and ‘win-win’ relationships with funders, partners and communities.
  • Engages and works well with others outside the organization to build a better world for girls and all children.

    Location:

  • Nairobi

    Type of Role:

  • Fixed Term

    Reports to:

  • Head of Operations - NIlinde Project

    Grade:

  • C2

    How to apply

  • Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
  • Please note that only applications and CVs written in English will be accepted.Apply by 31st October, 2018
  • A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy.
  • As an international child centred community development organisation, Plan International is fully committed to promoting the realisation of children's rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.
  • Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk.
  • Plan International operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.

  • For more information and job application details, see; Plan International NGO Procurement and Administration Officer Jobs in Kenya

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