Duties and Responsibilities

Planning 

• Advise and seek approval of internal customers of modifications from original requests.
• 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 materials
• Resolve conflicts with deliveries and suppliers

Strategic Sourcing 

• Execute the Market Assessment and Supplier PreQualification 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 Sourcing events 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 closeout, 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 contractrelated 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 organizationwide data to support decisionmaking
• 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 polices, 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 / SubGrantees, 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 prequalification for all newsuppliers 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 / SubGrantees, 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' / SubGrantees' capacity assessment and capacity building plans as per set framework / guidelines.
• Train the Partners / SubGrantees based on the approved capacity building plan, monitor progress. Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management. 

Qulaification,Knowledge and Skills for the Role

• University degree in Business Administration, Procurement or similar degree, or equivalent experience
• Completion of Post graduate qualification in Purchasing and Supplies (CIPS) Level Six is a MUST
• At least 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)
• A member of Kenya Institute of Supplies Management (KISM) is a MUST
• High Professional ethics and integrity
• Must be a committed Christian able to stand denominational diversities
• Experince in working in the humanitarian sector is an added advantage

The job holder will manage two Senior Program Officers who will lead a team of Program Officer. He/ She is expected to provide guidance in the design of proposals, provision of timely/quality reporting and positioning with donors/supporters with the aim of enhancing the reputation of the organization. He/ She should continuously build the capacity of the Program Development Unit as a whole on resource acquisition.

MAJOR RESPONSIBILITIES

Resource Acquisition

• Lead concept note and proposal development processes, including (i) mobilize teams/partners for design workshop; (ii) draft proposals; (iii) coordinate technical input from agencies and Support Offices; (iv) guide technical alignment with donor preferences (v), ensure compliance with WV and donor submission requirements (e.g. Go-No-Go); (vi) support post-submission lessons-learnt; 
• Lead donor engagement with existing and new donors through: (i) development of pitch products aligned to target’s strategies; (ii) participation in strategic coordination and information-sharing forums; (iii) outreach and presentation to donors; (iv) develop technical collaborations; (v) develop and maintain network of donors and influencers and keep them informed of resilience program’s achievements;
• Lead pre-positioning, including: (i) research donor strategies and identification of entry points for engagement; (ii) mobilize relevant technical data to present to target donors; (iii) coordinate engagement with EARO, Support Office and Global Centre; (iv) prepare donor technical alignment briefs; (v) identify and manage technical consultants, including specialized proposal development writers, technical contributors, etc. to support competitive proposal designs;
• Lead reporting officer for ANCP project: (i) identification of best practices to scale in WVS; (ii) report on-time, on-target and too donor specification; (iii) engagement with DFAT to advocacy to return funding to Africa (Somalia);
• Develop thought-leadership and knowledge products through (i) research of donor priorities to identify compelling themes; (ii) support for the development of compelling research topics; (iii) identification and pre-positioning of technical and academic partners to support resilience learning agenda; (iv) development of communication products for various stakeholders. 
• World Vision resilience contributes to local, regional and global learning through, (i) participation is resilience, Nexus and durable solutions learning forums; (ii) development of learning products to present at forums.
• Manage Somali resilience consortium media prescience through, (i) identification and regular posting of content, (ii) support to agencies to develop/copy-edit Stories of Hope and Tweets to post, (iii) support to World Vision entities to develop and post content.

Grant Management

• Put mechanism in place to ensure poor project progress, unsatisfied implementation quality and donor compliance challenge are flagged to both internal and external stakeholders including but not limited to QA, Ops Managers, and donors in a timely manner
• Supervise PDU team to provide capacity building, refreshing workshop and day-to-day guidance to team on donors and WV partnership grant management guidelines
• Ensure proper record of grants are kept and reported in good time base on WV’s mechanism

People Management

• Develop and update performance management plans;
• Manager a 6 member (2 SPOs and 4 POs) program development team;
• Monitor staff performance and provide real-time guidance;
• Motivate staff members to learn new skills, take on new responsibilities and grow professionally;
• Take remedial actions for poor performing staff; Sustain women’s internship program to overcome systems obstacle to employment in the consortium;

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

• At least 7 years grant acquisition experience with proven capacity in the development of complex, multi-sector resilience/nexus (humanitarian-to-development) proposal with a preference for fragile contexts
• Preferred: experience implementing via consortiums through INGO, LNGO and government partners through sub-contracting arrangements
• Must demonstrate extensive experience in coordination of multiple local and international stakeholders, including inter/intra-agency, public/private, and government
• Native-speaker-level English language writing capacity with experience in copy-editing for English-language documents
• Proven ability to mobilize multiple technical consultants, partners, private sector and academic partners to develop complex, multi-sector proposals; 3+ years’ experience in the preparation of communication and/or learning products for multiple stakeholders, including donors, governments, agencies, etc.  Strong problem solving, interpersonal and negotiation skills
• Knowledge of rapid assessment including ongoing contextual analysis
• Experience in support supervision, training and coaching staff in food security and Livelihoods programming
• Very strong organizational, management and communication skills.
• Strong ability to train and motivate team

Preferred Knowledge and Qualifications

• A minimum of a Master’s degree in Development Studies, Development Management, Public Policy, Agricultural studies, dryland and/or rangeland management or equivalent and/or at-least 6 years of experience in successful grants acquisition with 10+ different donors
• Good knowledge of both bilateral and multilateral donors such as BHA, ECHO, EU, GAC, WFP, UNICEF to name a few
• Training in humanitarian standards is desirable
• Donor, multilateral and government stakeholder experience required
• Experience in highly volatile fragile state preferred

Travel and/or Work Environment Requirement

• Nairobi-based
• 35% travel to Somalia
• 5% travel to East Africa