Supply Chain Coordinator oversees procurement processes, logistics operations, and inventory management, requires a Supply Chain/Logistics Degree and 4+ years experience.
Job Summary
To carry
out procurement activities for goods and services as per laid down procurement
policies procedures and processes while maintaining high standards of integrity
and accountability.
Responsibilities:
Planning
Advise on
all procurement related matters.
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
Ensure
safe delivery and receipt of ordered goods and services.
Resolve
conflicts of deliveries where they occur amongst suppliers
Strategic
Sourcing
Execute
the Market Assessment and Supplier Pre-Qualification process as per the set
guidelines based on 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 procurement processes and Assistance work relating to sourcing.
Preparation
of Procurement Committee submission documents to ensure their comprehensiveness
to allow an informed decision-making process.
Facilitate
Purchasing Committee meetings and ensure that proper documentation is
maintained.
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.
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.
Procurement
Execution
Receive
incoming Purchase Requisitions (Pending Buyer Action), verify specifications
are clear, conduct sourcing event if required items are not already on
contract, update the PR with actual supplier record and release PR for
approval.
Follow
Procurement Polices and guidelines in Supplier Award decisions under the
applicable threshold.
Manage PO
Change requests coordinating with Requesters, Budget Owners and Suppliers
Consolidates
all required documentation for presentation to Finance for timely supplier
payment for materials and services delivered.
Data
Management and analysis
Collect
and analyze organization-wide data to support decision-making
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 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
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.
Systems
Development & Implementation
Collect
and collate useful data which can be used to improve the general systems
established and communicate this information to immediate Supervisor
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 for procurements of goods,
works or services.
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 HoD.
Participate
in process to Review Partners / Sub-Grantees, internal control system in the
procurement process to identify any gaps, document them under assessment
reports, and capture under capacity building plans.
Periodically
monitor the progress on implementation of recommendations and update the
management of all parties.
Training
and capacity building
Coordinate,
participate in, and/or train staff from Supply Chain Staff and other WVI
Departments 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, monitor
progress. Coordinate with internal stakeholders in monitoring the progress and
submit progress reports to the management.
Required
Professional experience and Education
University
degree in Business Administration, Procurement or similar degree, or equivalent
experience
Post
graduate qualification in Purchasing and Supplies Management from CIPS Level 4
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 Certification/Membership
A member
of Kenya Institute of Supplies Management (KISM)
Preferred Knowledge and
Qualification
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
