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Emergency Response Coordinator

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Program Management – 35%

  • Leading the program team in implementation of the emergency response.
  • Overseeing emergency program start-up and ongoing program management and administration of teams across field locations.
  • Initiating and lead needs assessments, coordinate rapid learning as necessary to feed into project adaptations
  • In collaboration with the MERL team, supporting the development of strong data collection and monitoring & evaluation plans within each component, including developing logical frameworks and indicators.
  • Ensuring that program implementation is responsive to communities and partners and consistent with Plan International’ relevant program guidelines, principles, values, quality standards and strategic plan.
  • Ensuring that beneficiaries are effectively targeted according to established vulnerability criteria.
  • Developing program implementation strategies, including partnership frameworks, beneficiary targeting and distribution process.
  • Ensuring program implementation is on time, target and budget, using effective M&E systems to reach desired impacts.
  • Providing accurate routine reports, document results and maintain detailed records of program activities
  • Supporting the Plan International Kenya Country Office with Emergency Preparedness Planning

External engagement and representation (30%)

  • Attend response coordination meetings providing feedback and analysis to the CMT with recommendations for implications for longer term development planning.
  • Represent Plan International in different technical working groups at County, Sub-County level and ward level this includes representation of Plan in the CSG and devolved meetings to the community level
  • Participate fully in County, Subcounty and Ward level sectors and working groups ensuring the represent the interest of Plan International and how Plan can add value.
  • Maintain a high level of external visibility, communication and contact at the county, sub county and ward levels. 
  • Build and strengthen working relations with local structures (local administration, schools, facilities among others) and ensuring visibility of Plan International where we have interventions
  • Identifying, building and managing collaborative partnerships with consortium partners, sub-grantees, donors, local governments and other stakeholders.
  • Representing Plan International programs with national and international media and participate in community activities as appropriate
  • Build working relations with likeminded organizations CSOs including INGOs, LNGO, community-based structures such as faith-based organizations working with community on drought response, exploring opportunities for Plan value add.
  • Explore areas of potential partnerships and engagement with the hunger crisis response with a view of longer-term engagement. 

Monitoring and Reporting of the project 10%

  • Develop a work plan, monitoring plan and schedule with clear deliverables as per monthly and quarterly schedules and report as appropriate.
  • In liaison with the Partners and M&E coordinator/ERM ensure project activities and outputs are regularly tracked towards the realization of results as outline both with the agreement with partner and donor and put where faltering ensure that appropriate remedial measures to ensure project implementation is on track.
  • Ensure that through the ongoing projects and commitments, contribute to gender sensitive responses/intervention through continuous data collection and interrogation during project implementation. 
  • Consolidate/write project periodic reports in line with the laid down donor requirements and Plan standards.

Financial Management- 10%

  • Creation and maintenance of systems ensuring effective and transparent use of financial resources for timely and informative reporting in line with donor and Plan International policies and procedures.
  • Ensuring compliance with donor and Plan International regulations related to emergency programming.
  • Financial management of the project against the work plans and donor financial compliance requirements

Risk Management- 5%

  • Ensuring compliance with security procedures and policies as determined by country leadership.
  • Proactively ensuring that team members operate in a secure environment and are aware of policies.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and   Inclusion (GEI) 5%

  • Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
  • Leads the orientation of programme staff to ensure that they are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
  • Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team; 
  • Ensures that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.  
  • Ensuring all interventions adhere to Plan International’s PSEA Policy, Gender Inclusion Policy, Do No Harm principles, and beneficiary accountability standards.

Other duties 5%

  • Any other assignment within the scope of work.

LEADERSHIP COMPETENCIES

  • Courageous, taking a lead, challenging myself and others to achieve purpose, safeguard others and role model values, inside and outside work. Responsible for my work and learning, striving to improve. Self-aware, resilient and constructive in embracing change. Striving to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. Challenging myself to be bold, courageous, responsive, focused and innovative.
  • Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date.
  • Collaborating with team members, colleagues and partners in finding creative solutions to problems by sharing information, experience and ideas and actively seeking their input.
  • Respecting all people, appreciating differences and challenging inequality in programmes and the workplace. Supporting children, girls and young people to increase their confidence and to change their own lives. Empowering other staff to give their best and develop their potential.
  • Achieves desired outcomes and finds innovative solutions by using the expertise and creativity of others and adopting a coaching approach with the people they manage or advise.
  • Creates space for reflection and uses external evidence and internal evaluation to identify what and how we need to improve and then to support others through change.
  • Understanding Plan International’s purpose, priorities, values and approaches in our work context. Adhering to relevant policies, processes, practices and standards, and being pro-active in continuing technical and professional development.
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TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Qualifications/ experience essential: 

  • A BSc degree or equivalent in relevant field required,
  • A minimum of 4 years of field experience in international relief and development programs, including demonstrable success in managing development programs in transitional environments.
  • Demonstrated success working effectively and respectfully with host communities, government, private sector, INGO, NGO partners and other stakeholders in complex environments.
  • Extensive knowledge of community participatory approaches, disaster risk reduction, recharge, re-use and retention (3R) concept desirable.
  • Previous experience working on grants is desirable,
  • Excellent and persuasive oral and written communication skills, including report writing,
  • Previous working experience in Arid and Semi-arid Land (ASAL) counties is desirable,
  • Evidence of leadership on emergency response in draught emergencies is an advantage
  • Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members,
  • Proven skills in financial and grants management; prior experience with emergency response grant management for both private and institutional donors desired.
  • Knowledge of SPHERE and other humanitarian programming standards.
  • Knowledge on CASH programming, Gender in emergencies, Education in Emergencies and application across sectoral interventions is an advantage.
  • Successful and proven negotiation, communication and organization skills.
  • Excellent oral and written English skills required,
  • Ability to work effectively with an ethnically diverse team in a sensitive environment.
  • Commitment to Plan Kenya’s position on promoting girls’ rights and gender equality and integrating all these aspects in their day to day work.

Languages required

  • Excellent written and verbal communication skills in English. Knowledge of local languages is an added advantage

Supply Chain Coordinator

Key relationships

Internal: 

  • Program Teams. 
  • Finance Department. 
  • Administration and Logistics Coordinator in the Field.
  • The Shared Services Centre.
  • Risk & Compliance.
  • Technical Advisors.

External: 

  • Suppliers/Vendors /Contractors
  • Partners 
  • Consultants

LEVEL OF CONTACT WITH CHILDREN 

Medium contact: Occasional interaction with children

ENVIRONMENT 
 

  • Typical office environment with 30% travel to the field. 

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES 
 
Planning, strategy and policy (25%)
  

  • Liaise with the user and technical departments to ensure accuracy and consolidation of the procurement plans and that specifications on PRs meet market standards and user requirements 
  • Oversee program area supply chain functions to ensure value for money to the organization. 
  • Ensure transparency and integrity in the supply chain processes in line with Plan policies and guidelines.  
  • Consolidate and monitor procurement plans and reporting for the program area. 
  • Coordinate periodic reviews of the procurement guidelines for responsiveness and ensure their correct implementation by all the staff.  
  • Coordinate periodic reviews and update of the supplier database which is able to adequately serve the business needs. 
  • Advice on grants compliance policies specific to individual donors. 
  • Prepare and share monthly reports to inform management decisions. 
  • Provide technical support to staff on procurement processes and procedures. 
  • Liaise with the requesters to ensure goods and services requested are received and the necessary documentation satisfactorily done (goods received notes/invoices etc.). 

Sourcing and Award Processes (20%)  

  • Coordinate the program area tendering committee in review, update and implementation of supplier sourcing process. 
  • In liaison with the tender committee, oversee open and closed tender procedures and performs bid analysis and filing. 
  • Provide technical guidance to the requesters on offers received and best services to be procured taking cognizance of value for money, specifications and quality issues in compliance with set policy guidelines. 
  • Coordinate and ensure optimal interface between the supply chain and business units for efficient customer service delivery. 
  • Prepare purchase orders and contracts, ensure all approvals are obtained and services rendered. 
  • Keep proper and an up to date filling system for all procurement documents. 

Supplier and Contract Management (15%)  

  • Ensure contractual obligations are adhered to by all parties and support periodic reviews and contract renewals. 
  • Resolve contract related issues from service providers and users/clients.  
  • Develop Key Performance Indicators and assessment tools for contractors/vendors to ensure fit for purpose products and services. 
  • Monitor and follow through on commitments and reporting (GRN, GRIR) 
  • Timely update and correctly enter all related data of purchases into SAP  
  • Follow-up and ensure timely delivery of requested supplies and materials and keep the concerned project staff informed on the status of the delivery.   
  • Conduct first review of vendor invoices to ensure compliance with the order submitted, raise GRNs before submission to finance for payment processing. 
  • Track contract implementation status and generate reports of project completion status. 
  • Review and share the weekly procurement tracker. 
  • Timely and accurate submission of all financial documents to the finance department by the stipulated date to ensure Suppliers/service providers’ payments are done in a timely manner. 

People Management (10%)  

  • Provide technical support to the program area supply chain team. 
  • Provide input for Team performance management process. 
  • Capacity build supply chain staff on procurement processes, procedures and best practice 

YODA Project (20%)

In collaboration with the RH YODA Supply Chain Coordinator;

  • YODA Supply Chain Strengthening- Deploy and support the CO with the supply chain strengthening guidance; Gap analysis and recruitment if needed. Help define a revised org. chart in supply chain that match D365 licences and procedures needs. 
  • Business Process Strengthening- Provide specific training & competency building as preparedness activities for the CO
  • Support CO request: provide help in CO strengthening requests.
  • Readiness Activities- Deployment plan and readiness activities (readiness checklist)
  • D365 Trainings- Foundation modules and SC Specific Modules (17)
  • Post-deployment Hypercare support – SME.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)

  • Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures. 
  • Leads the orientation of programme staff to ensure that they are properly inducted on and understands their role in upholding Plan International’s 

     safeguarding and GEI policies; 

  • Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team;  
  • Ensures that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.   

Other duties (5%) 

  • Support audits of CO and program area 
  • Participate in the PU and area management meetings 
  • Participate in program meetings 
  • Provide orientation/Induction for new staff 
  • Other duties assigned by the line manager

LEADERSHIP COMPETENCIES 

  • Courageous, taking a lead, challenging myself and others to achieve purpose, safeguard others and role model values, inside and outside work.         
  • Responsible for my work and learning, striving to improve. Self-aware, resilient and constructive in embracing change. Striving to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. Challenging myself to be bold, courageous, responsive, ocused and innovative. 
  • Creating a climate of trust inside and outside the organisation by being open, honest and transparent. Holding myself and others to account for decisions and impact on others. Doing what I say I will do. Working effectively with others, inside and outside the organisation, including sponsors and donors. Actively supporting colleagues, helping them to achieve their goals. Coming together with others to create and implement solutions in teams, across Plan International, with children, girls, young people, communities and our partners. 
  • Respecting all people, appreciating differences and challenging inequality in programmes and the workplace. Supporting children, girls and young people to increase their confidence and to change their own lives. Empowering other staff to give their best and develop their potential. 
  • Understanding Plan International’s purpose, priorities, values and approaches in our work context. Adhering to relevant policies, processes, practices and standards, and being pro-active in continuing technical and professional development 

BUSINESS MANAGEMENT COMPETENCIES 

  • Understands relevant sectoral context including, how the sector operates in terms of funding and governance and awareness of Plan’s purpose, values, and global strategy. 
  • Manages legal and reputational risk including, risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety and Security. 
  • Managing activities and resources including, skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management.
  • Managing people and information including, skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing, and digital working, including personal digital skills.

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE 
 
Qualifications/ Experience Essential:  

  • University degree in Supply chain management, Business management and administration or related field 
  • At least 4 years of practical experience in similar position most of which should preferably be from within the humanitarian/NGO sector.
  • Member of the Kenya Institute of Supplies Management (KISM) and /or Diploma in Procurement and Supply from the Chartered Institute of Procurement  & Supply (CIPS UK) or other relevant professional qualification. 
  • Experience in a similar environment with significant scale of country wide Supply Chain management including procurement, warehousing, fleet, Assets and security management. 
  • Previous experience in managing and developing teams and the ability to lead, motivate and develop others.
  • Strong leadership and interpersonal skills with a particular ability to think out of the box.
  • Strong analytical and problem-solving skills, with the ability to report and demonstrate on performance improvement and efficiencies through spot on and concise reports.
  • Excellent communication skills.
  • Strong IT skills, including Excel, PowerPoint and integrated resources management (ERP) software (SAP, Microsoft Dynamics…) 
  • Knowledge and experience of project management.
  • Training, capacity building and presentation skills
  • Strong technical skills in supply chain with significant experience in leading supply chains across multiple sites.
  • Knowledge of the humanitarian sector trends and constraints would be an advantage.

Qualifications/ experience desirable:  

  • Experience in international supply chains and custom regulations would be an advantage 
  • Training and capacity building would be an advantage 
  • Experience in international supply chains and custom regulations would be an advantage 
  • Experience of working in ERP, (SAP), based systems and environment 
  • Experience of working in large scale/fast moving emergency responses would be an advantage 

Languages required 

  • Excellent written and verbal communication skills in English. 

Driver

MANAGEMENT SCOPE, REPORTING LINES, KEY RELATIONSHIPS

Internal: 

  • Project Coordinator.
  • Project Staff – Both local and global
  • Procurement Logistics and Administration Coordinator

External:

  • Visitors 
  • Community stakeholders 
  • Donors, Partners
  • Government offices

LEVEL OF CONTACT WITH CHILDREN

 High level: Frequent interaction with children  

PHYSICAL ENVIRONMENT

  • Minimal office environment
  • Heavy lifting
  • Long driving hours

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Transportation (50%)

  • Safe, efficient, timely and well-coordinated transportation of staff and designated people to all areas as instructed. 
  • Safe, efficient and timely transportation of goods to required points as directed
  • Ensure that Plan International assets are safeguarded in the vehicle at all the time
  • Maintain an updated vehicle log book that keeps track of vehicle usage
  • Provide timely and efficient execution of office errands for smooth operation of project communications and logistics
  • Maintain, in all circumstances highest level of conduct on the road as well as drive with due care at all times and with consideration for other road users and pedestrians.

Maintenance (30%)

  • Ensure a well maintained (and clean) vehicle to avoid breakdowns and ensure the comfort of the passengers
  • Ensure that the vehicle is well equipped with valid first aid kit, working safety belts, fire extinguisher, valid local licences and inspection certificates etc.
  • Refuel vehicle using an approved fuel voucher/fuel card and keep updated vehicle log sheet
  • Ensure that the vehicle is safely parked at designated place at the end of each working day not later than 6 pm
  •  Immediate reporting of incidents and accidents involving Plan International vehicles to the immediate supervisor

Compliance 10%

  • Comply with transport and other corporate policies to ensure efficiency and harmony with other departments/government
  • Maintain valid driving licence and produce when required
  • Promotes and abides by Plan International policies and procedures including but not limited to: Safe guarding children and young people Policy; Code of Conduct and the related mandatory reporting responsibilities. 
  • Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI) (5%)
  • Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
  • Leads the orientation of programme staff to ensure that they are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
  • Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in project design, during implementation and as principles applied in day-to-day work of Programme team; 
  • Ensures that Plan Kenya contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.  

Others (5%) 

  • Any other assigned duty by the supervisor

LEADERSHIP COMPETENCIES

  • Courageous, taking a lead, challenging myself and others to achieve purpose, safeguard others and role model values, inside and outside work. Responsible for my work and learning, striving to improve. Self-aware, resilient and constructive in embracing change. Striving to achieve significant and lasting impact on the lives of children and young people, and to secure equality for girls. Challenging myself to be bold, courageous, responsive, focused and innovative.
  • Creating a climate of trust inside and outside the organisation by being open, honest and transparent. Holding myself and others to account for decisions and impact on others. Doing what I say I will do. Working effectively with others, inside and outside the organisation, including sponsors and donors. Actively supporting colleagues, helping them to achieve their goals. Coming together with others to create and implement solutions in teams, across Plan International, with children, girls, young people, communities and our partners.
  • Respecting all people, appreciating differences and challenging inequality in programmes and the workplace. Supporting children, girls and young people to increase their confidence and to change their own lives. Empowering other staff to give their best and develop their potential.
  • Understanding Plan International’s purpose, priorities, values and approaches in our work context. Adhering to relevant policies, processes, practices and standards, and being pro-active in continuing technical and professional development

Method of Application

Use the link(s) below to apply on company website.

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