Plan International cherche à recruter un directeur national de la chaîne d’approvisionnement – Nairobi / Kenya

 

The Organisation :

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

This position will lead and manage the logistics and procurement aspects of Plan International’s supply chain operations in Kenya. This is an exciting time for Plan International, as we embark on a new strategy which places an increased focus on girls’ rights with an ambition to take action so that 100 million girls can learn, lead, decide and thrive.

This is an opportunity to help Plan have a real impact on how it delivers projects and responds to emergencies by improving logistics and procurement performance in both project locations and in back-office support at the country office level. This position is responsible for ensuring high level/Strategic supply chain support for the for Plan Kenya to implement a wide variety of programs and projects. This includes developing systems and managing all contracts for procurement/purchasing, supplies and services, market analysis, budgeting and supplies costing, storekeeping and warehousing (if appropriate) field and office/ base locations and assessments, technical infrastructure (installations and equipment), and fleet and transport. The Supply Chain Manager is therefore responsible for efficient and effective organization and coordination of the Supply Chain (SC) and admin teams ensuring supply planning and proactive front end SC support to meet project needs and requirements; achieving compliance to Donor, Grants and Plan procedures and systems and upholding high standards in Logistics and Procurement ethics. The Supply Chain Manger will be responsible for implementation of sound internal controls in areas of supplies acquisitions, storage, usage and distributions.

Responsible for the strategic development and maintenance of Procurement Processes, People, and Supply base to further improve the efficiency and quality of supply, in order to optimize value from the total spend committed to procurement by the organization to meet its objectives in compliance with the Organizational Policies

Oversee office management as well as general administration

 

Dimensions of the role :

This role will give the post holder an opportunity to lead the Logistics, Procurement and Administration function within Plan International Kenya. The Country Supply Chain Manager is ultimately responsible and accountable for all supply chain/logistical, procurement and administration aspects of the activities supporting Plan International’s country programs. They will ensure all activities are completed to enable and support effective project delivery performed in a way that fully adheres to Plan procedures and practices as prescribed in Plan’s Operations Manual.

Supply Chain/Logistics, Procurement and Administration in the scope of this position will typically include:

Project Operational Planning, Procurement, Fleet, Assets, Inventory and Warehouse Management, Last mile delivery. You will also be responsible to oversee, office premises, including office & facilities management, contracts and commercial legal compliance.

 

Accountabilities :

Key Outputs/Responsibilities :

(Accountabilities and results)  : 

• Leadership:
  • Accountability 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 procurement plan, in liaison with respective user departments, and lead the implementation of the plan in order to realize the organizations’ objectives
  • Monitor overall procurement performance, manage continuous improvements in the department, ensure regular reports are received including quarterly spend analyses.
  • 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 particular emphasis on ways of working effectively with the different hubs.
  • Contribute input into global initiatives and projects, working closely with the Global Logistics and Procurement team as well as disseminating key information to relevant parties in the country office and integrating into day-to-day operations.
  • Responsible for ensuring all Plan staff in country are suitably inducted and orientated on Logistics & Procurement as it relates to their roles.

2. Strategic Sourcing, general procurement and logistics :

• Developing & implementing country supply chain strategic approach aimed at identifying and leveraging opportunities for supply chain consolidation, commercial excellence & optimization, particularly country shared procurement.
• Coordinate the strategic sourcing, development and review of framework agreements, service level agreement and long term contracts
• Conduct market surveys for latest trends in price, availability, delivery and quality, rationalize on the existing suppliers’ base, and build partnerships with suppliers and contractor
• Perform periodic review of supplier performance and manage the supplier data base for adequacy of meeting the organizational requirements
• Manage the process of importation and clearing through customs for overseas purchases from the point of purchase to the last mile
• Oversee management of procurement and other SC aspects to ensure goods and services are purchased on time to facilitate effective project implementation while ensuring the organisation receives value for money.

3. Systems, Processes, Controls, compliance and risk management:

• Develop effective and cost efficient SCM processes, measures and controls that ensure the right quality and quantity of goods and services are bought at the right price and delivered at the right place
• Provide broad base knowledge of donor requirements and compliance of donor requirements to effectively support the SC function and program implementation
• Certify that internal SC controls are adhered to at all times and safeguard the organization from loss or malpractices.
• Regularly evaluate 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.
• Review of the procurement procedures, re-look at the procurement processes and systems with a view to improving and streamlining them.
• Confirm compliance to stores/warehousing procedures which include physical checks/verification of goods and services received and efficient inventory management practices are in place
• Influences development of relevant global policies by providing country contextual aspects to the Global SC Team during the operations manual review as well as ensuring country use and compliance with set organizational polices and systems.
• Custodian and advisor to management on the logistics and procurement strategy, policies and procedures and systems.
• Act as an ambassador of Plan’s country and global vision and strategy while undertaking all SC work within the country

4. Contract Management :

• Coordinate and ensure all contracts captures the best interest of Plan
• Support preparation of service contracts and ensure all policy documents for Plan International are included, these include, Child Protection, Anti-corruption and Anti-Terrorism Policy, Gender and Release from Liability Policy
• Ensuring where necessary all Plan Kenya key (high risk/high value) contracts or contract templates are appropriately reviewed by a legal counsel before sign off
• Ensure consistent adherence to control measures and compliance with Plan supply chain policies and guidelines.
• Define key performance indicators for suppliers and consultants ensuring proper and effective contract management.
• Review consultancy and construction contracts to ensure compliance to outputs, performance indicators and payment schedules.

5. Risk management, monitoring and reporting :

• Manage risks in the entire SC process, updating the department’s risk register periodically to reflect on the current risks and putting in place mitigatory measures to minimize the residual risk in the entire SC process
• Review the consolidated quarterly procurement plans received from the project managers, monitor and respond when procurements are due as per detailed implementation plans
• Coordinate tender evaluation committee, take part in/lead the meetings, review the bidding documents, validate the approved suppliers, and participate in the tender sub – committee and provide general direction
• In line with organizational policies and guidelines, ensure sound and effective supplies distribution, inventories and warehouse management in all locations
• Review Supply Chain (end to end process) documents before presentation to finance; requisition, LPOs, payment requests, invoices, delivery notes/Waybills, Goods received notes/GRNs

6. Capacity Development and Stewardship :

• Conduct staff appraisals and monitor performance through mentoring, coaching and monthly 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 of available resources
• Lead and implement process continuous improvement as a standard way of operations within the SC department
• Provide overall oversight of SC function, including the field, also building process capacity.

7.Transportation and Fleet Management :

• Ensures effective management of vehicles and motorbikes including acquisition, disposal, insurance, maintenance and fuel consumption and analysis thereof for decision making;
• Maintains a country-wide vehicle and motorbike inventory and advises about optimal allocation and usage.
• Coordinate countrywide fleet management reporting on monthly basis and set reporting standards to be followed by both the Country Office, Hubs and Program Units and prepare/produce/develop summary reports on the status of the fleet for management decision making.
• Performs regular needs analysis with regard to transportation for the Country Office and monitors service levels, taking appropriate action when necessary
• Review the vehicle/motorbike utilization reports and fuel records, monitor utilization, maintenance and fuel consumption and carry out monthly fuel and maintenance spend analysis.
• Monitor vehicle accidents and ensure timely and accurate preparation of accident/incident reports.

8. Office management, general administration and shared services :

• Ensure that a clean, hygienic and safe work environment is maintained at all Plan Kenya offices (at the Country Office, Hubs and at the PUs) in line with occupational health and safety standards and guidelines
• Coordinate the management of all Plan office facilities ensuring all facilities are cost effective and meet the needs of the organization at the different levels.
• In close coordination with Security Manager ensure Plan facilities/office, assets are safe and that loss are avoided/minimized.
• Ensure all incidents are reported, investigated and addressed
• Oversee and supervise asset management country wide.
• Ensure suitable accommodation and transport is in place for Plan visitors, together with guidelines and communication needs being met.
• Responsible for the management of all country assets including; asset purchasing, tracking, reporting, disposal and verification, as well as donor requirements for project assets.

Other :

• Provide operational support to project teams in the delivery of all projects, including non-traditional, non-direct supply chain activities, such as working in consortia and with local partners, and working with markets and cash-based delivery modalities.
• Contribute actively to the Country Disaster Preparedness plan and ensure appropriate measures are in to support emergency response
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion 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.

Internally; engage across functional boundaries, reporting into senior management, being part of the core management team and working with all levels. They will also engage regularly with the Global Logistics and Procurement Team.

Externally; engage within and outside the sector to further Plan’s Logistics & Procurement operational objectives, including with INGOs, UN agencies, clusters and networks, government, partners and suppliers.

 

Technical expertise, skils and knowledege :

Essential :

Competencies/Attributes :

• Demonstrates well-developed interpersonal skills, excellent communication skills, both verbal and written, as well as negotiation/influencing skills
• Strong leadership skills
• Must adhere to set security standards
• Ensure a gender and children perspective in the scope of work
• Good Understanding of Humanitarian Industry/INGO context
• Perform other duties as required.

Qualifications:  Education/Knowledge/Technical Skills and Experience :

The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training:

• Bachelor’s Degree in Procurement, Supply Chain Management, Business Administration, Commerce, Economics or Social Sciences.
• Diploma in Procurement & Supply from the Chartered Institute of Procurement & Supply (CIPS UK) or other relevant professional qualification required.
• Over Eight years’ experience in leading a Supply Chain Department (covering procurement, supplies, warehousing and Logistics) in the INGO/Humanitarian context
• Ability to relate with internal and external customers
• People management skills including team building, motivation coaching/capacity building
• Ability to work in a multicultural and multidisciplinary environment.
• Ability to make timely decisions, initiate action and drive for results
• Strong appreciation of Supply chain issues and how they link with Project management
• Problem-solving skills
• Solutions orientated focused on program outcomes
• Contract and Supplier Management
• Logistics and Warehousing Management
• Government and tax policies regarding procurement of supplies, and importation and clearing
• Planning and Analytical Skills
• Leadership skills
• Attention to detail
• Decision making
• Ability to work under pressure
• Communication skills including listening skills influencing and negotiation
• Comfortable facilitating meetings and bringing people together
• Budget skills including effective use of resources

Desirable :

• Desirable—experience in working in more than one country
• Desirable—languages, one of more Plan languages
• Desirable—experience in international supply chains and custom regulations would be an advantage
• Desirable—training and capacity building would be an advantage
• Knowledge or experience of the humanitarian sector would be an advantage

 

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