NGO Emergency Supplies Coordinator Job in Kenya

Emergency Supplies Coordinator

Place of Work: Nairobi (Kenya)
Grade: TBC

Reports to: Head of Logistics – Somalia/Somaliland
Reporting to position: Procurement Officer

Budget Responsibility: None
Child Protection Level: 3

Save the Children (SC) is an international organization with 27 member organizations across the globe. It is united by a common mission and brand but, to some extent, has until now been working independently from country to country and within countries. 

With the decision by all Save the Children organizations to create an International Programmes Unit (IPU) taken in 2010, Save the Children aims to create a stronger
voice for children by unifying the operations in all countries. 

This will result in one organisation at the national level in each country and a unified programme delivery structure for all Save the Children International Members. 

Save the Children UK, Denmark and Finland unified in Somalia in January 2010 under the name Save the Children in Somalia which will move to the IPU model by the end of 2012. 

After one year of unification and as a result of an active fundraising strategy the programme budget was over GBP 10m covering thematic areas of protection, child survival (which includes health, nutrition and livelihoods), education, and Child Rights Governance.

Job Purpose

The Emergency Supplies Coordinator is responsible for overall coordination of procurement & transportation of all goods and services for the ongoing humanitarian response of Save the Children Somalia/Somaliland programme. 

S/he must ensure that requests submitted are dealt with in a timely manner following proper procedures for purchasing goods and services. 

This includes tracking all re-occurring and project specific requests, coordinating with a large number of vendors and ensuring that goods are delivered to field offices in a timely manner. 

This requires a highly motivated and detail solution oriented individual who will be able to resolve operational critical challenges as they arise.

The Emergency Supplies Coordinator reports to the Head of Logistics and contributes to ensuring that Save the Children’s commitment to improving quality and accountability in humanitarian work is upheld, through reference to the Sphere Charter, Save the Children Minimum Standards and the NGO Code of Conduct, and endeavours to implement sustainable systems and transfer knowledge and skills to existing staff.

Key accountabilities

• Setup an effective supply chain for the emergency programme in close collaboration with Head of Logistics.
• Oversee and manage all procurement related functions through communication with internal and external  staff/offices including HQ Supplies Section, Regional, Finance, outside vendors and suppliers.
• Manage the procurement processes effectively including Purchase requests, Quotations, Bid analysis, Purchase orders, Tenders in accordance with Save the Children procedures and guidelines.
• Follow up procurement plans for all grants on a weekly basis and provide updates to all concerned.
• Maintain list of vendors and transporters that specialize in providing specific goods & services and constantly review the performance of the supply chain.
• Ensure that there is an efficient supplies tracking and filing system.
• Produce weekly updates on status of supplies and circulate it to concerned staff/teams.
• Ensure that staffs are conversant and familiar with the procurement and planning process in support of project and program requirements.
• Building the capacity of the procurement staff on Save the Children policies and procedures.
• Lead, manage and motivate a team, ensuring that they have clear objectives and receive meaningful feedback on their performance.
• Comply with the requirements of Save the Children’s Child Protection Policy to ensure maximum protection for children.
• Produce a monthly analytical report of quality of procurement process and suggest alternate solutions to improve procurement.

Person specification

Essential:

• Bachelors Degree and Diploma in Procurement/Supply Chain Management or related field in logistics.
• Minimum 5 years of experience in managing large scale procurements, tenders and in an emergency response setting.
• Knowledge and experience of dealing with clearing & forwarding agents and transportation of large volume of supplies in and out of Kenya.
• Ability to work independently, take personal initiative, and multi-task including strong facilitation skills in an ever changing dynamic operational environment
• Excellent written and spoken English language skills.
• High computer literacy level with expected proficiency in Word, Excel, PDF and Internet.
• Strong administrative and organisational skills.
• Ability to coach others and work in a team environment with experience in conducting training.
• Excellent interpersonal skills and ability to work effectively in an operational environment.
• Experience in negotiating service agreements with vendors and suppliers.
• The capability and willingness to be flexible and accommodating in sometimes difficult and frustrating work situations.
• Commitment to and understanding of Save the Children’s aims, values and principles.

Desirable:

• Experience of working in an International NGO or a UN agency.
• Good understanding of Somalia context and air/sea/road shipping routes into Somalia.

Child Safeguarding Policy

• Any employee, consultant, contractor or the supplier undertaking an activity on behalf of SC UK must sign the Child Safeguarding - Declaration of Acceptance Form and comply with the SC UK’s Child Safeguarding Policy which is a statement of SC UK’s commitment to preventing abuse and protecting childrenwith whom it comes into contact.
• This extends not only to children with whom SC and its partners work directly, but also includes children whom staff are responsible for. SC UK believes that the situation of children must be improved through the promotion of their rights supported and demonstrated by all members of staff. Save the Children's Code of Conduct sets out the standards which all staff members must adhere to.

Applications should be forwarded to: vacancies@scsom.org. 

Application Closing Date will be Friday 06th July 2012.