Country Supply Chain Manager at Plan International

ROLE PURPOSE

Within Plan International Kenya, this role will ensure appropriate strategic direction is set and maintained for the Country Supply Chain, aligned with Plan International standards and processes. The postholder will drive supply planning and engage proactive front-end Supply Chain support to meet project needs and requirements; achieving compliance to Donor, Grants and Plan procedures and systems, as much as upholding high standards of ethics.

Responsible for the efficient and effective organisation and coordination of the Supply Chain Team, this is an opportunity to grow performance and expertise within the Country Office and across Programme Units, strengthening internal control, processes, capacity and performance. With a strong analytical and problem-solving mind, you will be able to identify opportunities as much as challenges, and act as a leader for change.

Dimensions of the Role

Supply Chain management in the scope of this role includes:

• Technical processes across Operational Planning, Procurement, Assets, Inventory and Warehouse Management, Distribution, Fleet, Gifts in Kind in both Humanitarian and Development contexts

• Process performance analysis, monitoring and reporting
• Systems application, compliance and strengthening
• Team management and capacity building
• KPI’s for Supply Chain and Administration are developed, measurements are in place and objectives met to ensure seamless synergies with other departments
• Support and report to the Director of Operations in minimizing financial and compliance risks throughout the Supply Chain
  
  The role covers the areas of Supply Chain at a Country Office level, and supervision of field Programme Units through dotted line management. Cross-functional engagement with other functions is critical to ensure alignment of processes country-wide.

• Staff – The postholder directly line manages a Team at a Country Office level, and technically supervises the Teams in the field Programme Units. The team include staff from Procurement, Logistics and Administration.
• Stakeholder Engagement – Internally, the postholder will engage across functional and geographical boundaries within the Country (Programme and Project staff, Finance, IT, Risk and Compliance, Programme Unit managers…). Externally there will be engagement within and outside the sector, including INGOs, UN agencies, partners and suppliers.

Accountabilities

Maintain high management standard of all Supply Chain activities

• The needs of the Country Programme are planned, consolidated and appropriately sourced, with effective processes to achieve cost-savings, compliance and minimise risk
• The Country’s Fleet of engines (including vehicles and motorbikes, owned and rented) is fit for purpose to deliver Plan International's projects and well managed
• The storage and flow of goods in the Country’s supply chain enable project delivery, whilst maintaining consistent and appropriate controls.
• The Country has a planned, fit for purpose pool of assets (low and high value), and can effectively control, manage and report on them.
• Offices and other premises (incl. warehouses, accommodation) are managed as a country-wide portfolio, with needs and costs reviewed and anticipated regularly.
  
  Leadership

• Accountable for overall Supply Chain performance, providing strategic direction for the function and ensuring it is well aligned to the organizational strategic objectives.
• Ensure the development of the overall operational planning for procurement, fleet and assets, in liaison with respective user departments, and lead the implementation of the plan in order to realize the organizations’ objectives
• Monitor overall process performance, manage continuous improvements in the department, ensure regular reports are received including quarterly spend analysis.
• Performance Management - Manage, motivate, develop and oversee the performance management of staff in line the organization’s systems, rules and regulations for HR management including staff evaluation, training and career planning.
• Act as the supply chain & logistics focal point for all grants/programs in providing a very high level of leadership and management support in related areas.
• Provide input to the development of grant proposals covering all aspects of supply chain & logistics (supply chain plans, procurement plans, ensuring Plan International leadership in efficiency & effectiveness metrics, staffing plans, budgeting, etc.).
• Leading on driving supply chain change initiatives through the global/country supply chain excellence in line with operations manual.
• Providing supply chain leadership & management support to key programs in the country, with emphasis on ways of working effectively with the different Programme Units.
• Proactively engage with cross-functional Teams to ensure inclusion of Supply Chain aspects in all areas of the organization from proposal development, budgeting, programme planning, inception and implementation.
  
  Supply Chain operations management
• Responsible for the compliant and efficient execution of Supply Chain operations in line with Donor rules and regulations and Plan Global standards and policies.
• Proactively input to the development of grant proposals covering all aspects of supply chain (supply chain plans, procurement plans…) ensuring Plan International leadership in efficiency & effectiveness metrics, staffing plans, budgeting, etc.
• Lead on Procurement Planning development, analysis and strategic orientation for procurement activities within the Country ensuring efficient planning and allocation of resources
• Develop strong a strong procurement structure with proactive market and supplier identification, development of supplier framework agreements in line with overall Country Programme needs and requirements
• Strengthen the development, monitoring and execution of contracts with suppliers, ensuring all policy documents for Plan International are included (Child Protection, Anti-corruption and Anti-Terrorism Policy, Gender and Release from Liability Policy)
• Ensure efficient process turnaround, value for money and efficient use of resources (staff, assets, infrastructure)
• Fleet management is efficiently managed, rightly utilised and sized as per Programmatic needs, mitigating risks and adhere to high standards of safety and security
• The pool of assets is
• Offices are efficiently managed ensuring staff health and safety, appropriately, efficiently and regularly maintained
• End to end Supply Chain costs are understood and monitored to ensure appropriate cost recovery to projects
• Supply Chain excellence, Logistics and Procurement compliance

• Accountable for effective, compliant and cost-efficient Supply Chain management processes, measures and controls that ensure the right quality and quantity of goods and services are purchased at the right price and delivered at the right place
• Certify that internal Supply Chain controls are always adhered to and safeguard the organization from loss or malpractices
• Evaluate and control measures used to manage risk in all supply chain business processes and guide management in development / improvement of control measures as necessary
• Review all Procurement documentation ensuring compliance is met as per the organisation’s policies and procedures operations manual, country thresholds and related
• Ensure compliance to stores/warehousing, inventory and assets procedures which include physical checks/verification of goods and services received and efficient inventory management practices are in place
• Ensure appropriate fleet processes are in place, ensuring mitigation of risk, improving safety and security as much as efficient usage of assets



 

Capacity Development And Stewardship

• Conduct staff appraisals and monitor performance through mentoring, coaching and regular 1:1 and coordination meetings
• Develop strong integrated working relationships with user departments to support the early identification of supply needs and also support the grants management team during proposal writing
• Provide analysis, benchmarks and recommendations for determining effective resource utilization
• Lead and implement continuous improvement as a standard way of operating within the Supply Chain department
• Provide oversight of the Supply Chain function, including the field Programme Units, building on process capacity and teams capability

Safeguarding and Young People Policy

Ensures that Plan International’s global policies for Safeguarding of Children & Young People and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Technical expertise, skills and knowledge

Essential

• University degree in Supply chain management, Business management and administration or related field with 8 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 logistics and procurement management including procurement, warehousing, fleet 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 and integrated resources management (ERP) software (SAP, Microsoft Dynamics…)
• Knowledge and experience of project management
• 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

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 based systems and environment
• Experience of working in large scale/fast moving emergency responses would be an advantage

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

• We empower our staff to give their best and develop their potential
• We respect all people, appreciate differences and challenge equality in our programs and our workplace
• We support children, girls and young people to increase their confidence and to change their own lives


 

Physical Environment

National role with frequent visits to field locations

Level of contact with children

Medium: Occasional interaction with children

• Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
• 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-centered community development organization, Plan International is fully committed to promoting the realization 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.
• Equality, diversity and inclusion is at the very heart of everything that Plan International stands for. Our organisation 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 will provide equality of opportunity and will not tolerate discrimination on any grounds. We foster an organisational culture that embraces and exemplifies our commitment to gender equality, girls’ rights and inclusion while supporting staff to adopt good practice, positive attitudes and principles of gender equality and inclusion.