Are you passionate about making a difference in communities by supporting critical procurement, administration, and logistics functions? Plan International is looking for a Procurement, Administration, and Logistics Officer to support its Conservation and Sustainable Management of Coastal and Marine Ecosystems (COSME) Project in Kilifi, Kenya. This role is crucial in ensuring efficient operations and seamless execution of procurement and logistics activities. If you are an experienced professional looking for a rewarding opportunity, we invite you to apply and be part of a global movement dedicated to creating a just world for children.
About Plan International
Plan International is a humanitarian organization dedicated to advancing children’s rights and promoting gender equality. With a presence in over 70 countries, we have been at the forefront of driving social change for more than 80 years. Our strategic focus is on empowering girls and young women by ensuring they have access to education, leadership opportunities, and a violence-free environment.
In Kenya, we operate in 10 regions, including Nairobi, Machakos, Kajiado, Siaya, Kwale, Kilifi, Homa Bay, Kisumu, Tana River, Turkana, and Marsabit. Through our programs, we strive to end teenage pregnancies and all forms of gender-based violence, creating a future where girls and young women thrive.
About the COSME Project
The Conservation and Sustainable Management of Coastal and Marine Ecosystems (COSME) Project is an innovative initiative aimed at scaling up women-led, climate-resilient livelihoods and environmental conservation efforts. Operating in Kilifi and Kwale counties, the project implements nature-based solutions (NbS) for climate adaptation, including:
- Mangrove restoration and conservation
- Sustainable seaweed farming
- Locally-led forest management and conservation
- Small-scale conservation agriculture
This project is implemented in partnership with the Jane Goodall Institute (JGI) Canada and fosters cross-border learning between Kenya and Tanzania. Our ultimate goal is to enhance climate resilience and promote sustainable livelihoods in coastal communities.
Position: Procurement, Administration and Logistics Officer
Location: Kilifi, Kenya
Company: Plan International
Reports to: Senior Project Manager
Contract End Date: 31st March 2026
Job Advert Closing Date: 19th February 2025
Key Responsibilities
1. Office Management and General Administration (20%)
- Oversee project operations in Kilifi and Kwale to maintain a conducive work environment.
- Support asset and property management, fleet and travel coordination, and project staff safety.
- Coordinate COSME project meetings, ensuring seamless organization.
- Consolidate weekly, monthly, bi-annual, and annual reports.
- Maintain accurate filing systems and documentation.
- Participate in project and program unit (PU) meetings.
2. Procurement (55%)
Coordination & Planning
- Work with technical departments to ensure procurement plans align with market standards and project needs.
- Ensure transparency and integrity in all procurement processes per Plan International’s policies.
- Monitor procurement plans, ensuring timely reporting and execution.
- Update supplier databases, ensuring compliance with procurement policies.
- Provide technical support to staff regarding procurement procedures.
- Coordinate with requesters to confirm receipt of goods/services and proper documentation.
Tendering & Award Process
- Oversee tendering processes, ensuring adherence to best practices.
- Provide guidance on bid analysis, supplier selection, and compliance.
- Prepare purchase orders and contracts, ensuring all approvals are secured.
- Maintain organized records of all procurement documents.
Contract Management
- Ensure contractual obligations are met by service providers.
- Address contractual issues and ensure periodic reviews.
- Monitor procurement commitments, GRNs, and supplier invoices.
- Track contract implementation and generate project completion reports.
- Ensure timely processing of supplier payments.
- Update procurement tracker regularly for transparency.
3. Logistics Management (15%)
Fleet & Travel Management
- Manage fleet operations to ensure efficiency and compliance.
- Enforce transport and security standard operating procedures (SOPs).
Asset, Property & Inventory Management
- Maintain records on project equipment, repairs, transfers, and disposals.
- Conduct periodic asset assessments and provide status reports.
- Facilitate insurance for project assets and equipment.
Warehousing Management
- Ensure proper stock management in line with Plan International’s policies.
4. Safeguarding & Gender Equality (5%)
- Ensure adherence to Plan International’s safeguarding policies.
- Promote gender equality and inclusion (GEI) within all procurement and logistics operations.
5. Other Duties (5%)
- Any additional responsibilities as assigned by the Senior Project Manager.
Leadership Competencies
- Proactive leadership, focusing on Plan International’s purpose.
- Strong understanding of policies, procedures, and compliance.
- Effective time management, ensuring efficiency in operations.
- Integrity and resourcefulness in executing procurement and logistics activities.
- A team player with strong communication and support skills.
- Commitment to safeguarding and child protection practices.
Technical Expertise, Skills & Knowledge
Essential Qualifications:
- Bachelor’s degree in Procurement & Supplies Management, Business Management, or Logistics.
- CIPS accreditation is an added advantage.
- At least 3 years of experience in procurement, contract management, administration, or logistics in an NGO setting.
- Hands-on experience with ERP procurement modules.
- Ability to work independently with minimal supervision.
Why Join Plan International?
At Plan International, we believe in fostering an inclusive, diverse, and equal-opportunity workplace. Our commitment to racial justice, gender equality, and children’s rights is reflected in everything we do. We do not charge job seekers any recruitment fees, and we uphold strict child protection policies in our hiring process.
Plan International also adheres to the Inter-Agency Misconduct Disclosure Scheme, ensuring that our employees uphold the highest standards of ethical conduct.
How to Apply
If you are ready to take on this impactful role, click the link below to submit your application before 19th February 2025.
