Procurement Officer - Buying (Maternity Cover)

ABOUT THE ROLE

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 85 years and are now active in over 80 countries.

The Shared Services Centre is a Centre of Excellence based in the MEESA region established to serve clients to enhance their operation effectiveness i.e. COs, RH and GH.  The centre is committed to a reliable, efficient and effective service to clients at a competitive price.  Its ultimate goal is to be trusted, predictable, and dependable to our clients at all times and to ensure commitment to quality and excellent turnaround times in all our service delivery.

Within Plan International MEESA Shared Services Centre, this role will ensure that an appropriate buying strategy and methods are in place and followed to drive efficient and effective procurement processes in line with Plan International standards and guidelines. The postholder will work in close collaboration with other procurement and supply chain colleagues to provide proactive support to projects and departments, Ensuring compliance with Donor regulations and Plan international procedures, whilst upholding high standards of ethics. 

In collaboration with the Supply Chain Manager this role ensures that procurement buying activities are carried out in support of projects and departments. The role covers Buying at the Shared Services Centre and provides support to the clients (GH, RH, COs) procurement focal points. Cross-functional engagement with other teams is critical for this role to ensure alignment of processes.

ACCOUNTABILITIES

Maintain high standard of all procurement processes and activities

1. Facilitate Buying Process in the System (SAP/ERP)

• Ensure all approved requisitions are generated from the ERP system 
• Ensure invitation of quotation and input data from quotation into system as per requirement • Prepare Comparative bid analysis as per requirement
• Raise purchase orders as per assigned purchase requisitions, and validate the WBS from requester.
• Send purchase order/contract/commitment to supplier, follow up vendor to supply the goods/services on time, materials are distributed to the requester within stipulated time. Goods and service are received by ensuring proper quality, handover to store and assist to maintain store record;
• Raise GSRN against all types of purchase orders issued in the system.
• Process for payment to the service provider or respective person.
• Monitor and support the establishing and updating potential and competent vendors’ list 
• Ensure invoices are forwarded to finance/accounts within 3 working days after the goods/services satisfactorily delivered. 
• ensure clean data in the system by regular status updating of procurement transactions and ensure that the transactions are closed after payment
• Create procurement file with check list and keep it updated during the procurement process 
• Make a direct purchase order (or contract) using the existing long-term agreement (LTA)  
• Manage the request for single quote and RFQ using the pre-qualified supplier list 
• Reviewing bids from suppliers for competitive quotation and recommend which offer provide the best value for the Plan international and request the validation from the BH 
• Release POs (or elaborate contract) and submitted to the relevant level for approval
• Deal with suppliers in PO and contract signing   
• Organize and monitor goods and services reception in collaboration with suppliers, the warehouse staff and requester.
• Maintain a physical and electronic archiving of the purchase files under his/her responsibility
• Accountable for managing the procurement request within the Procurement lead time set by the country

2. Supplier relationship management 

• Ensure that suppliers invoices are correct while cross checking with the PO/contract and GSRN 
• Generate the payment requests from the system 
• Transfer complete payment file to finance for supplier payment 
• Provide feedback to supplier on the outcomes of their quote during the RFQ process
• Maintain vendor master data through excel sheet and enter into SAP/new ERP system
• Communicate with vendors on behalf of the organization and as assigned by the supervisor, 
• Conduct negotiation process with suppliers when needed 

3. Monitoring and Tracking

• Maintain the Procurement tracker 
• Keep the procurement file check list 
• Develop procurement spend reports as requested
• Ensure adherence to procurement-Buying SLAs as agreed and approved by clients 

4. Cross-functional team working   

• Collaborate with the sourcing team on LTA spend tracking and procurement plans update by sharing data as required   
• Assist sourcing team to complete vendor listing process, updating the information so that sufficient vendors are available under each category, master data file for Anti-terrorism screening of vendors. 
• Collaborate with Finance team members for supplier payments and data entry into ERP system
• Collaborate with procurement requesters

5. Leadership

• Proactively engage with cross-functional Teams to ensure procurement request requirement are met

6. Safeguarding  

• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion 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

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

Essential

• University or higher education qualification in Procurement and Supply Management, Administration Management or related field and/or equivalent professional experience in a similar position most of which should preferably be from within the humanitarian/NGO sector. 
• At least 4 Years’ experience in relevant field
• A professional qualification At least CIPS level 4
• A professional membership of recognized purchasing and supplies institution (CIPS, KISM)

Click on the following link to access the full job description:  JD Procument Officer - Buying.pdf  

Location: Nairobi

Reports to: Supply Chain Manager, Shared Services Centre

Closing Date: 30th October 2025

Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.

We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.

A range of pre-employment checks will be undertaken in conformity with Plan International's Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

Disclaimer: Plan International is an equal opportunity employer and does not discriminate applicants on any basis. We also do not charge Job seekers any fees at any point of the recruitment process.