Procurement Coordinator at Plan International

Department & Location: Country Office Operations Team, Nairobi

Duration: 3 Years Fixed Term Contract

Reports to: Senior Logistics & Procurement Coordinator

Purpose: The Procurement Coordinator has overall responsibility for making timely and cost-effective buying decisions that secure value for money to the organization.

S/he must determine product need and identify, communicate and negotiate with suppliers while setting up shipments, deliveries and payment schedules for proactive front end program support to meet project needs and requirements in compliance to Donor Grants and Plan procedures and systems.

Key Deliverable Areas:

• Timely processing of procurement requests to ensure goods and services are purchased and delivered in time to facilitate project implementation at the same time ensuring the organisation receives value for money in compliance with set policy guidelines.
• 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.
• Absolute adherence to the procurement guidelines for responsiveness and ensure their correct implementation by all the staff.
• Maintain and update the supplier database which is able to adequately serve the needs of the country programmes at all levels in liaison with the supervisor.
• In liaison with the senior logistics and procurement coordinator, oversees open and closed tender procedures and performs bid analysis together with the Tender Committee and minutes well filed.
• 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/contracts and ensure all approvals are obtained, purchase orders delivered to the relevant suppliers and acknowledgement received.
• Liaise with the requesters to ensure goods and services requested are received and the necessary documentation satisfactorily done (goods received notes/invoices etc).
• 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 before submission to finance for payment processing.
• Track contract implementation status and generate reports of project completion status.
• Weekly update of the procurement tracker to ensure accuracy.
• 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.
• Handling and addressing complaints from service providers and requesters or refer them to the right offices for timely redress.
• Timely update and correctly enter all related data of purchases into SAP.
• Keep proper and an up to date filling system for all procurement documents.
• Analyze monthly spend reports to identify trends and opportunities for further cost reductions.
• Generate and avail relevant procurement reports; PRs progression status, LPO status and goods delivery status with various stakeholders.
• In liaison with the supervisor, capacity build staff on procurement processes and procedures.

Academic Qualifications and experience

• Degree in procurement and supplies management, Business Management or relevant training in Logistics procedures and systems.
• A minimum of five (5) years of progressive NGO experience in procurement, contract management, administration or related area.
• Experience in the supply chain modules of any ERP and CIPS accreditation is desirable.
• Demonstrated ability to use latest MS Office applications & SAP operations.
• Experience on VAT exemptions procedures and Knowledge of Kenya Government procurement requirements.
• Strong negotiation and networking skills is a pre-requisite.
• Presentational skills and problem solving prowess in a complex work environment is critical.
• Willingness to learn and ability to work in a collaborative and inclusive manner.

Key Skills and Competencies

• Professionalism: Knowledge of procurement, budgetary, financial and supply chain policies and procedures; knowledge of roles, responsibilities and end to end processes in the context of an ERP system; conceptual analytical and evaluative skills to conduct independent research and analysis; ability to identify issues, formulate opinions, make conclusions and recommendations; Demonstrates professional competence, attention to detail and mastery of subject matter.
• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; Identifies priority activities and assignments; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• Client Orientation: Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
• Accountability: Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Plan values; holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary support to improve performance and applying appropriate consequences when results are not achieved.
• Collaboration: Builds and maintains effective relationships with their team, colleagues, national offices and external partners and supporters; values diversity, approachable, good listener and team player.
• Integrity: Honest, encourages openness and transparency, demonstrates highest levels of integrity.

Physical Environment and Demands: Typical office environment with field visit demands whenever necessary.

Level of Contact with Children: Low – very low interaction with children