Plan International Procurement, Administration and Logistics Officer Jobs in Kenya

Plan International Procurement, Administration and Logistics Officer Jobs in Kenya

Who We Are

Plan International is a rights-based development and humanitarian organization working for better lives for all children.

We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries.

Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive.

This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work.

We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls.

With approximately 38 years of experience in implementing its programme, Plan International Kenya (PIK) mainly operates in 10 geographical areas; Nairobi, Machakos, Kajiado, Tharaka-Nithi, Siaya, Kwale, Kilifi, Homa Bay, Kisumu and Tana River.

About COSME Project

Plan International's Conservation and Sustainable Management of Coastal and Marine Ecosystems (COSME) project aims to significantly scale up Plan International Kenya’s current women-led, climate-resilient livelihoods and coastal management project in Kwale and Kilifi counties.

The Role

The Procurement, Administration and Logistics Officer will be responsible for support of the general administration and procurement transactional activities for all the project work in both Kilifi and Kwale Program Unit areas

Level of Contact With Children

Low contact: Low interaction with children

Accountabilities and Main Work Activities

Office Management and General Administration

Provide oversight of project operations both in Kilifi and Kwale units to ensure a conducive work environment.

In liaison with Kwale and Kilifi Procurement and Logistics team, support implementation of asset and property management, fleet and travel management, warehousing and inventory management and project staff safety and operational health (OSH), in liaison with relevant departments

Organizing, arranging and coordinating COSME project related meetings.

Compilation & consolidation of accurate weekly, monthly & quarterly reports.

Oversee office filing, archiving and records maintenance.
Participate in project and PU program meetings

Procurement Coordination & Planning

Liaise with the user and technical departments to ensure accuracy of the procurement plans and that specifications on PRs, meet market standards, and user requirements

Oversee program area procurement functions to ensure value for money to the organization.

Ensure transparency and integrity in the procurement processes in line with Plan policies and guidelines.

Consolidate and monitor procurement plans and reporting for the program area.

Participate in periodic reviews of the procurement guidelines for responsiveness and ensure their correct implementation by all the staff.

Participate in periodic review and update of the supplier database which is able to adequately serve the business needs.

Advice on grants compliance policies.
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.).

Tendering & Award Process

In liaison with the field office supply chain team, coordinate the 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.

Prepare purchase orders and contracts, ensure all approvals are obtained and services rendered.

Keep proper and an up to date

filling system for all project procurement documents.

Contract Management

Ensure contractual obligations are adhered to by all parties and support periodic reviews and contract renewals.

In liaison with the Procurement, Administration and Logistics Coordinator resolve contract related issues from service providers and users/clients.

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.

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 Project team, Project Manager and the Country Supply Chain Manager.

Ensure procurement data integrity is maintained in the system at all times

Logistics Management

Fleet & Travel Management, Asset, Property & Inventory Management and Warehousing Management

Oversee Project fleet management system and capacity building for users.

Ensure compliance to the transport and fleet management policy as well as security SOPs.

Maintaining the General Project Equipment and asset files to ensure correct documentation pertaining to the identity, repair, theft, loss, disposal, and transfer is completed, reported and filed.

Periodic assessment of equipment and reporting to the management on the conditions

Facilitate insurance for Project assets and equipment

Oversee storage space and stock management in accordance to Plan procedures

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.

Other duties

As assigned by the line manager.

Technical Expertise, Skills and Knowledge

Qualifications/ experience essential:

Bachelor’s in Procurement and Supplies Management, Business Management or relevant training in Logistics procedures and systems.

CIPS accreditation

Minimum (3) years of progressive NGO experience in procurement, contract management, administration or related area.

Experience in procurement modules of any ERP.
With minimum supervision experience.

Experience Desired :

Knowledge of SAP

Operational experience in project awards and closeouts

Experience on VAT exemptions procedures and Knowledge of Kenya Government procurement requirements

Languages required

Excellent written and verbal communication skills in Kiswahili and English.

Skills:

Planning and organizational skills

Attention to details and analytical skills

Strong negotiation and networking skills
Decisive, Supportive, versatile and flexible

Cross functional team management
Written and verbal reporting

Works independently, self-management and personal accountability

Behaviours:

Role model our values and behaviors both internally and externally. Engages sensitively with staff and partners on issues of gender equality and inclusion, demonstrating an understanding of the local culture and context.

Promotes equality, including gender equality, inclusion and girls’ empowerment in Plan’s work and in its work with partners

Applies participatory influencing methodologies both internally and externally

The ability to build collaborative working relationships

Ability to influence

Uses creativity to challenge the norm and promote innovation and thinks and acts for the wider organization – linking procurement with the context of the wider organizational strategy
Communicates effectively

How to Apply

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

Find jobs in Kenya. Jobs - Kenya jobs. Search our career portal & find the latest Kenyan job positions, career opportunities & jobs in Kenya.

Jobs in Kenya - banking jobs, IT jobs, accounting jobs, NGO jobs, business administration, ICT, UN jobs, procurement jobs, education jobs, hospital jobs, human resources jobs, engineering, teaching jobs, and other careers in Kenya.

Find your dream job from 1000s of vacancies in Kenya posted and updated daily - click here!