Procurement, Administration and Logistics Officer at Plan International

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

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.

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