Procurement Coordinator at Save the Children

On Thursday, February 5th, 2015
Position Code: SCI PRO CORD


Team / Programme: Programme Operations
Location: Nairobi
Grade: 3
Type of Contract: National
Child Safeguarding: Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

Organisation Profile

Dimensions: Save the Children has been operational in Kenya since the 1950s, providing support to children through developmental and humanitarian relief programmes delivered both directly and through local partners. 

Current programming focuses on child protection, child rights governance, education, health, HIV/AIDS, livelihoods, nutrition and WASH. In 2012, as part of a global reorganization process, Save the Children combined the programmes of SC UK, SC Canada and SC Finland to create a single operation in Kenya. 

In February 2014, we completed a second transition, which saw us join forces with the British INGO, Merlin, and merge their health and nutrition programmes with our own. 
Save the Children now has an operational presence in Bungoma, Dadaab Refugee Camp, Garissa, Mandera, Nairobi, Turkana and Wajir. We work through partners in many other parts of the country. 
We have a staff complement of around 300 staff and an operating annual budget of approximately US$21 million in 2014.

Role Purpose: The Procurement Coordinator (PC) is responsible for the sourcing and purchasing of goods and services with in Kenya based on needs of Save the Children’s programmes, managing orders and relations for a complex portfolio of programmes. 
The PC will also support the SCI Kenya Logistics Manager in market research and analysis, running tenders and setting up Framework Agreements for key supplies and services to ensure value for money is achieved through world class sourcing strategies and procurement processes.

In the event of a major humanitarian emergency in country, the role holder will be expected to work outside the normal job description and be able to vary working hours accordingly.


Scope of Role:

Reports to: Kenya CO Logistics Manager

Staff reporting to this post: Procurement Officer, Procurement Assistants x 2

Budget Responsibilities: None

Role Dimensions: Direct link with field/area office level procurement staff

Key Areas of Accountability:

Support the delivery of SCI sourcing strategy:

  • Undertake market research and analysis, run tenders and set up Pre-Qualified Suppliers and Framework Agreements where appropriate for key supplies.
  • Deliver management information reports summarising key trends in spend and performance of the team against KPIs.
  • Manage suppliers professionally and proactively, providing feedback to improve performance and leading periodic review meetings.
  • Provide procurement advice and support to area offices.
  • Ensure timely and efficient shipment of all consignments in coordination with Logistics Officer to area offices as and when required.
  • Plan, and implement virtual stock as per need in the Kenya CO.
Realise world class procurement:
  • Manage procurement for the Kenya programme in line with SCI procurement policies, processes and quality standards.
  • Deliver on the Kenya office supply plan, combining use of ad-hoc procurement, approved suppliers and contracted suppliers to meet the needs of the programmes.
  • Ensure overall best value for money is achieved through a competitive and transparent procurement process considering quality, availability, time frame, transport and storage costs.
  • Ensure Procurement Committees in all area offices are stablished and fully understand and undertake their responsibilities at all times.
  • Source new products when requested by programmes and work with Save the Children EA Regional office, programmes and Technical Advisors to identify quality standards as required.
  • Advise on best sources of supply and freighting options.
  • Ensure all orders are processed in timely manner, tracked on overviews, status updates are communicated to programmes, and that all relevant documentation is filed appropriately.
  • Ensure supplier files are routinely updated on performance and that quarterly reviews of performance are undertaken by the Procurement Committee for evaluation of suppliers for future use.
  • Develop strong relations with area office programmes through Area Programme Managers to support them in improving their ordering practices and review all Procurement Plans.
Skills and Behaviours (SCI Values in Practice)

Accountability:
  • holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
  • holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
Ambition:
  • sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
  • widely shares their personal vision for Save the Children, engages and motivates others
  • Future orientated, thinks strategically and on a global scale.
Collaboration:
  • builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
  • values diversity, sees it as a source of competitive strength
  • approachable, good listener, easy to talk to.
Creativity:
  • develops and encourages new and innovative solutions
  • willing to take disciplined risks.
Integrity:
  • honest, encourages openness and transparency; demonstrates highest levels of integrity
Qualifications
  • At least three (3) years of work experience as a logistician with an international NGO.
  • A Diploma in logistics, business, or related field, degree will be preferred
  • CIPS (Chartered Institute of Purchasing and Supplies) an added advantage or from accredited Institute such ICM, CILT or KISM.
  • Membership to International Humanitarian Association ( IHLA)  will be a plus.
Experience and Skills
  • Demonstrable experience in procurement and contract management, including an ability to review procurement demands and trends, and to develop strategies to fill identified gaps in East Africa Region.
  • Field level experience in procurement and logistics for NGOs in international development and emergency programmes.
  • Knowledge of East Africa markets and supply routes.
  • Knowledge of  key institutional donors and their compliance requirements in respect of logistics and procurement.
  • Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.
  • Highly developed interpersonal and communication skills including influencing, and negotiation.
  • Highly organised with good administration skills for order and information management, able to develop filing systems and databases to ensure an auditable trail.
  • High proficiency in office applications such as word, excel, powerpoint etc.
  • Commitment to Save the Children values.
  • Fluency in English and Kiswahili.
  • Ability and willingness to change work practices and hours in the event of major emergencies including travelling at short notice and for extended periods of time.
  • Proven management ability to lead, motivate, train and develop staff.
  • Extensive experience in budget, logistics and operations planning.
  • Willingness to travel to area offices as required.
  • Significant experience in supply chain management in an emergency environment, including procurement, transport and distribution, warehouse and stock management.
Additional job responsibilities
  • The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Equal Opportunities
  • The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Health and Safety
  • The post holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
How to Apply

Interested candidates are required to submit a CV and mandatory Cover letter to [email protected] indicating the Position Code on the subject line by 19th February 2015. 

Only shortlisted candidates will be contacted. 
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