Supply Chain Coordinator - USAID Tumikia Mtoto (OVC Project) at World Vision Kenya

Key Responsibilities:

Procurement Execution

• Receive incoming Purchase Requisitions (Pending Buyer Action), verify specifications are clear, conduct sourcing event, update the PR with actual supplier record and release PR for approval.
• Follow WVK and donor Procurement Polices and guidelines in Supplier Award decisions under the applicable threshold.
• Manage PRs and PO Change requests coordinating with Requesters, Budget Owners and Suppliers.
• Advise and seek approval of internal customers of modifications from original requests.
• Ensure safe delivery and receipt of ordered materials
• Monitor and manage contract with the various suppliers as appropriate for the assigned commodities.
• Preparation of Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision making process.
• Facilitate Procurement and Evaluation Committee meetings and ensure that proper documentation is maintained.

Planning

• Facilitates across all parties the timely resolution of issues that could impact meeting the needs of the requestor and communities.
• Identify alternative supply sources for materials / services not under contract
• Assist in the development and tracking of procurement plans for the project  to ensure that the set targets are met.
• Provide guidance on user specifications for goods and services

Strategic Sourcing

• Execute the Market Assessment and Supplier Pre-Qualification process as per the set guidelines for the assigned categories.
• Manage the RFQ/RFP Process including baselines & price survey methodologies as per the approved framework for the assigned categories.
• Lead negotiations for the assigned Categories.
  Supervise the Sourcing events and Assistance work relating to sourcing.

Supplier contact relationship and management

• Accurately complete the master data management form (or contract/supplier register)
• Monitor and complete contract close-out, renewal or retender, as appropriate for the assigned commodities.
• Ensure that contractual conditions and performance indicators are understood by the suppliers.
• Consolidates all required documentation for presentation to Finance for timely supplier payment for materials and services delivered.
• Identify & resolve or escalate contract-related issues both internally and externally.
• Analyze supplier performance based on customer feedback information & other sources and coordinate with supplier for improvement.

Data Management and analysis

• Provide support in the design of the business metrics to monitor SCM performance and alerting management when the performance trigger is violated
• Conduct spend analysis to support strategic sourcing activities, and Supplier Relationship Management
• Prepare summary report of supplier bid responses for Procurement Committee award decision meetings
• Track and analyze procurement performance and savings for the project against established target levels 

Process, Procedure and Policy

• Conduct all procurement related tasks as per the approved procurement policies, processes and guidelines.
• Advice management regarding any challenge / risks / impractical guidelines.
• Collect internal and external customer feedback relating to the policies, processes and guidelines, and report to NO Management for improvements or change
• Review with Partners / Sub-Grantees, their SCM Policies, procedures and etc. to identify any gaps, document them under assessment reports, and capture under capacity building plans.

Control & Compliance

• Conduct supplier pre-qualification for all new-suppliers and maintain records.
• Participate in development of risk identification & assessment tools, registers and other tools and assessing SCM and contractual risks
• Maintain proper filing and record keeping as per the guidelines set by the management.
• Coordinate with Requesters to close out open POs in a timely manner.
• Implementation of agreed audit recommendations in the procurement process as per the guidance given by the supervisor.
• Periodically monitor the progress on implementation of recommendations to sub grantee and partners and update the management of all parties.
• Tracking of project contracts to ensure that all are current , active or closed out

Training and capacity building

• Coordinate, participate in, and/or train project staff on WVI Procurement Policies, Processes, and Systems
• Conduct Partners' / Sub-Grantees' capacity assessment and capacity building plans as per set framework / guidelines.
• Train the Partners / Sub-Grantees based on the approved capacity building plan, coordinate with internal stakeholders to monitor progress and submit progress reports to the management.

Innovation

• Collect and collate useful data which can be used to improve the general systems established and communicate this information to immediate Supervisor.
• Propose innovative ideas that contribute to efficiency and effectiveness of processes and procedures.

Others

• Participate in committee & Task forces as assigned. 
• Any other duty that may be assigned by the supervisor or designee 

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

• University degree in Business Administration, Procurement or procurement relevant field.
• Post graduate qualification in Purchasing and Supplies Management from CIPS Level 4.
• Previous experience in managing procurement for either USAID and or KOREA grants will be an added advantage.
• At least 4 years' experience in Procurement or Supply Chain Computer literate with excellent working knowledge in MS Office.
• Experience in working with Enterprise Resource Platform (ERP’s)

Required Registrations/certifications

• A member of Kenya Institute of Supplies Management (KISM)
• A member of CIPS

Preferred Knowledge and Qualifications

• High professional ethics and integrity
• Good interpersonal and organizing skills
• Must be a committed Christian, able to stand above denominational diversities
• Strong communication skills.
• Experience working in the INGO at a similar role is an added advantage