Procurement, Administration and Logistics Officer-COSME PROJECT

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.

OUR STRATEGY STATEMENT

Plan International Kenya’s (PIK) strategic goal in the next five years is to end teenage pregnancies and end all forms of sexual and gender-based violence against adolescent girls and young women. We aim to help create an enabling environment where girls and young women are safe, valued, equally cared for, and have equal opportunities. PIK will contribute to the global strategy by aiming to reach directly approximately 2.75 million (children, including girls and young women over the period of the strategy 2022-2026 and to reach additional beneficiaries through its interventions.

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. It takes an ecosystems-based approach in partnership with Jane Goodall Institute (JGI) Canada, COSME will also capitalize on opportunities for South-South learning by working between Kenya/Tanzania cross-border communities within the same marine coastal and coastal forest eco-regions. The project will be instrumental in driving Nature Based Solutions (NbS) for climate adaptation and biodiversity conservation in the selected eco-regions: i) mangrove restoration and conservation; ii) sustainable seaweed farming; and iii) locally-led forest management and conservation. Small-scale conservation agriculture practices will also be deployed to build the resilience of women in selected communities. The ultimate project outcome is improved climate-resilient, equitable economies within communities relying on coastal and marine ecosystems.

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

MANAGEMENT SCOPE, REPORTING LINES, KEY RELATIONSHIPS

Reports to: Senior Project Manager-COSME

Matrix Reporting to: Procurement, Administration and Logistics Coordinator

LEVEL OF CONTACT WITH CHILDREN

Low contact: Low interaction with children

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Office Management and General Administration – 20%

• 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– 55%
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 – 15%
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 (5%)

• As assigned by the line manager.

LEADERSHIP COMPETENCIES

• Courageous in taking a lead, focused on Plan International’s purpose and making the most effective contribution within my own work context.
• Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date.
• Takes responsibility for own performance and development: reflecting; seeking and listening to feedback; learning from mistakes; finding people or resources to help them learn.
• Honest and efficient in use of resources, including own time.
• Good team player, communicating effectively and being open and supportive towards those around them.
• Behaves in line with our values and safeguarding practices, inside and outside work.

BUSINESS MANAGEMENT COMPETENCIES

• Applies the Code of Conduct principles to their work activities.
• Understands their responsibilities, level of decision making and how their role contributes to the wider team.
• Understands the importance of buying and using resources to achieve value for money.
• Works in accordance to the policies and procedures relevant to their role and responsibilities.
• Uses the personal development tools available.

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

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

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. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.