Plan International – Procurement and Administration Assistant – Nilinde (Nairobi).

Plan International is an independent child rights and humanitarian organisation committed to children living a life free of poverty, violence and injustice.  We actively unite children, communities and other people who share our mission to make positive lasting changes in children’s and young people’s lives.  We support children to gain the skills, knowledge and confidence they need to claim their rights to a fulfilling life, today and in the future. We place a specific focus on girls and women, who are most often left behind.  We have been building powerful partnerships for children for more than 75 years, and are now active in more than 70 countries.

ROLE PROFILE

Title	Procurement and Administration Assistant – Nairobi	Grade	B
Functional Area & Location	Operations – Nairobi & Kilifi	Date	August 2018
Reports to	Procurement and Administration Officer
Duration	1 year contract

 

ROLE PURPOSE

Support for Orphans and Vulnerable Children (OVC) for Nairobi and Coast Counties of Kenya, is a USAID-funded $41 million five year Co-operative Agreement (ending August 2020) awarded to a consortium led by Plan International.  Known locally as the Nilinde Project, this five-year initiative aims to improve the welfare and protection of the most vulnerable households affected by HIV/AIDS by reducing economic vulnerability and empowering households to make investments that will improve the health and well-being of OVC.  The Project operates in Nairobi, Mombasa, Kilifi, Kwale and Taita Taveta counties.

 

Dimensions of the Role

Under the overall guidance of the Procurement and Administration Officer and the Procurement & Administrative Assistant supports the execution of transparent and efficient procurement services and processes consistent with Plan and USAD policies and procedures.  She/he also works in collaboration with programme and operations staff to successfully deliver procurement services.

This JD outlines the main areas of duties and accountabilities and if requested by the HOO the incumbent will provide program support where appropriate.

 

Accountabilities

Execution of project procurement in accordance with Plan & USAID policies and procedures.

• Research and draft responses to enquiries for clearance by the Procurement & Administrative Officer.
• Provide inputs to the implementation of procurement management policies and strategies on cost saving and reduction.
• Support the Procurement Officer in the development of sourcing strategies.
• Coordinate procurement processes for the Nilinde Project.
• Review procurement requests and initiate procurement procedures for office and projects equipment, supplies and services, as necessary.
• Prepare Request for Quotations (RFQ), Invitation to Bids (ITBs) or Request for Proposals (RFPs) documents, receipt of quotations, bids or proposals, as necessary.
• Processing and logging administrative purchase requests in SAP for procurement action and ensure status updates from the procurement tracker are communicated to programmes in a timely manner.
• Facilitate issuance of approved LPOs to vendors and follow ups to ensure quality delivery of goods and/or services.
• Organize travel including purchase of tickets and per diem calculations.
• Assist the Procurement Officer in preparation of technical reports to the tender committee to provide guidance on buyer requirements and specifications.
• Support to staff travel in including arrangements of travel and hotel reservations, preparation of travel authorizations.
• Administrative support to conferences, workshops, retreats.
• Support to assets management and physical assets verification.
• Ensure timely processing of valid insurance cover for all office assets and equipment.
• Maintenance of files and records relevant to lease agreements and SLAs of and Project Offices and related maintenance and insurance, and relevant reporting to procurement officer.
• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.

 

Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) 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.

 

Key relationships

 

External: – S/he will work closely with Nilinde’s key stakeholders at county and Sub County level

Technical expertise, skills and knowledge

 

Education, Knowledge & Experience

• Degree in Business Administration, Management or related field.
• At least 1 years’ of related experience in an NGO environment, preferably within Plan International.
• Experience reviewing current work processes and developing/implementing new methods and procedures to promote efficiency is highly desirable

 

Plan International’s Values in Practice

 

We are open and accountable

1. Promotes a culture of openness and transparency, including with sponsors and donors.

2. Holds self and others accountable to achieve the highest standards of integrity.

3. Consistent and fair in the treatment of people.

4. Open about mistakes and keen to learn from them.

5. Accountable for ensuring we are a safe organisation for all children, girls & young people

We strive for lasting impact

1. Articulates a clear purpose for staff and sets high expectations.

2. Creates a climate of continuous improvement, open to challenge and new ideas.

3. Focuses resources to drive change and maximise long-term impact, responsive to changed priorities or crises.

4. Evidence-based and evaluates effectiveness.

We work well together

1. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

2. Builds constructive relationships across Plan International to support our shared goals.

3. Develops trusting and ‘win-win’ relationships with funders, partners and communities.

4. Engages and works well with others outside the organization to build a better world for girls and all children.

We are inclusive and empowering

5. Seeks constructive outcomes, listens to others, willing to compromise when appropriate.

6. Builds constructive relationships across Plan International to support our shared goals.

7. Develops trusting and ‘win-win’ relationships with funders, partners and communities.

8. Engages and works well with others outside the organization to build a better world for girls and all children.

 

Physical Environment

Typical office environment with field visit demands whenever necessary.

 

Level of contact with children

Low contact: No contact or very low frequency of interaction.

Please note that only applications and CVs written in English will be accepted.

References will be taken and background and Anti-terrorism checks will be carried out in conformity with Plan International’s Child Protection Policy and Code of Conduct.  Plan International operates an equal opportunities policy and actively encourages diversity, welcoming applications from all persons meeting the skills and experience required. Female candidates are strongly encouraged to apply.