You will be required to produce a current (within 3 months) Original Police Clearance Certificate or waiting receipt during interview in case you are shortlisted
Job Title : Supply Chain Coordinator
Reporting to : Finance and Administration Manager
Work Location : Nairobi/Kiambu
Purpose of position
To carry out procurement activities for goods and services for OVC & DREAMS Project as per laid down procurement policies procedures and processes while maintaining high standards of integrity and accountability.
Procurement Execution 20%
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.
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 10%
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 10%
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 10%
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 10%
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 10%
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 10%
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.
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.
Perform any other duties as may be assigned by the supervisor or designee from time to time
Attend and lead daily devotions.
Knowledge, Skills and Abilities
University degree in Business Administration, Procurement or an equivalent field
A registered member of a relevant professional body (Kenya Institute of Supplies Management (KISM) or Chartered Institute of Purchasing Supplies).
Post graduate qualification in Purchasing and Supplies Management CIPS Level 6
At least 5 years’ experience in Procurement or Supply Chain 4 of which must have been procurement for USG Funded projects.
Experience working in the INGO is an added advantage
High professional ethics and integrity
Good interpersonal and organizing skills
Strong communication skills.
Computer literate with excellent working knowledge in MS Office.
Experience in working with Enterprise Resource Platform (ERP’s)