Supply Chain Coordinator - USAID Tumikia Mtoto (OVC Project)

Logistics & Procurement

Overview

Coordinate procurement activities to support vulnerable children's projects.

You have:

• University degree in Business Administration or relevant field.
• Post graduate qualification from CIPS Level 4 in Purchasing and Supplies Management.
• At least 4 years' experience in Procurement or Supply Chain.
• Experience managing procurement for USAID or KOREA grants.
• Computer literate with excellent working knowledge in MS Office.
• Experience working with Enterprise Resource Platform (ERP's).
• A member of Kenya Institute of Supplies Management (KISM).
• A member of CIPS.
• High professional ethics and integrity.
• Good interpersonal and organizing skills.
• Strong communication skills.
• Experience working in the INGO at a similar role.

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

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

Applicant Types Accepted:

Local Applicants Only

Apply now

Potential interview questions

Added 1 year ago - Updated 1 year ago - Source: wvi.org