Purchasing & Administrative Manager (Open for Filipino Nationals Only)

KEY ACCOUNTABILITIES/SCOPE

Primary accountabilities of the CI Agency Purchasing (Administrative) Manager are:

• Input to critical organizational level decisions, as part of the key staff. This includes the annual strategic/operating plans and budgets for the organization, in line with the Agency goals.
• Collaborate with and Support Central Office teams and Community Centers Coordinators (CCC) on quality focused and timely procurement required for implementation of all field interventions in line with Agency goals and approved budgets.
• Oversee support functions such as purchasing, warehouse management, transportation, and infrastructure/facilities management. Plan, recommend, establish and drive adherence to policies and procedures.
• Ensure transparency, credibility and value for money in supplier contract terms, quality, costs and fulfillment/delivery timelines (of procured goods and services) across the organization. Give all qualified bidders a fair and equal opportunity to compete for purchasing contracts.
• Ensure quality and timely reporting as per Agency requirements including annual reports, quarterly board reports, etc.
• Manage and nurture critical stakeholder engagements (internal and external) that support effective implementation.
• Strictly observe confidentiality and strong ethics with respect to all beneficiary information/organizational data.
• Comply with and ensure adherence to the agency’s policies, safety and security protocols and child safeguarding norms and guidelines by all stakeholders both internal and external.
• Promotes diversity and inclusion, values other cultures, and demonstrates respect while relating with all organizational constituents irrespective of their race, color, faiths, gender, sexual orientation, age, caste, disabilities, experiences, beliefs and ethnicity.

ROLES AND RESPONSIBILITIES

Purchasing and other Administrative Functions

• Drive implementation of the organization’s operational policies and internal controls, including all purchases and procurements, general services, infrastructure/facilities management, financial management, transportation, and travel expenses related to the Agency.
• Plan the annual purchasing plan and detailed monthly procurement execution.
• Constantly evaluate the quality of purchased goods and services, look for efficiencies and carry out effective vendor management.
• Review the purchasing manual and identify opportunities for improvement in quality and in purchasing process speed, while optimizing costs. Minimize losses and administrative costs and support the Agency Director in maintaining an environment of transparency and accountability.
• Hold yearly orientation to purchasing committee members. Carry out procurement and distribution planning sessions with the purchasing committee quarterly. Update and guide the purchasing committee in their meetings, deliberations and review its recommendations.
• Directly supervise work planning and deliverables of the purchase, warehouse management and general service team members.
• Ensure effective record / database upkeep of vendor/contractor credentials accreditations. Track and ensure timely renewal of contract/business licenses when required.
• Manage the electronic purchasing management system and make sure all purchases are duly reflected through the same. Provide training and support to internal users on the system so that requests and follow ups happen smoothly.
• Review and recommend any major SR proposed donations, such as house purchase or construction, special projects, etc.
• Supervise quality record keeping and inventory of goods, their safekeeping and disposal, and perpetual inventory reporting.
• Request and document, through the Agency Director and Regional Controller, any exception to existing policies.
• Lead the negotiation meetings with vendors as part of the Negotiation and Purchasing Committee. Develop negotiation strategies before the meetings.
• Maintain current all Insurance Policies.
• Conduct market research to identify vendor movements, pricing trends and supply conditions.
• Research potential new vendors in line with Agency needs.
• Maintain a close relationship with the Accounting team, handling purchase and bid documents whenever they are requested for internal or external Audit and control processes.
• Follow up and respond to any issues identified during Agency audits (for internal as well as external).
• Supervise and coordinate in-kind donation import processes.
• Supervise the drafting and signing of Purchasing and vendor contracts, in close communication with the Agency’s legal advisor.
• Prepare a realistic and cost-conscious annual budget for central office & CC construction, renovation or maintenance requirements.

Support of Field Interventions

• Support development of annual work plans with realistic cost-conscious budgets in line with the organizations program and sponsorship goals and objectives.
• Coordinate timely and adequate delivery of benefits, in line with the Gift and Benefit distribution plans approved for the different Community Centers. Support the Programs team with the redistribution of benefits based on the analysis of the Balance of Benefits Report.
• In collaboration with Key Staff and the Community Center Coordinators, reflect on critical field implementation components (materials, resources, personnel, costs, as well as external socio-political challenges), promote decentralization as possible, and innovate and adjust when needed to enhance quality and efficient sourcing across all community centers.
• Support active adherence to the agency’s child protection policy and guidelines, especially with vendors and external partners.
• Support the logistics of Children International’s donor visits, as needed.

People Management

• Work with the Talent Growth Team and other key staff to:
  • Identify manpower needs and support recruitment of relevant and essential staff members in line with the workplans.
  • Implement effective staff performance and potential conversations and conduct regular performance reviews with team members to enable a high-performance value-driven culture within the team and the agency.
  • Quickly and effectively deal with conflict and HR-related issues (performance or behavior-related issues) that affect operations.
• Develops, coaches and retains a high-performance team.
• Proactively lead the Purchasing team through change by championing improvement initiatives, agency-wide changes, or CIKC originated change projects.

EDUCATION, EXPERIENCE AND KEY SKILLS

• A graduate degree in Administration, Industrial Engineering, or any other relevant discipline, with a minimum of 5 years of work experience of which the past 2 have been in a similar leadership role.
• Experience in effective planning and budgeting, managing multiple priorities and driving timely and quality focused delivery in line with deadlines.
• Experience in end-to-end project management including identifying and designing workflows and procedures that would enhance efficiency and mitigate risks.
• Proven analytical skills, with the ability to gather and systematically synthesize complex or diverse information, identify trends, and suggest improvements, innovations.
• Possess good interpersonal skills with the proven ability to collaborate deal tactfully and build effective relationships with people across levels, both internally and externally.
• Strong negotiation skills.
• Verbal and written communication as well as documentation and reporting skills in English, (Spanish in LA). Bilingual, English-Spanish, a plus
• Good computer skills specifically MS Office as well as familiarity with inter/intranet, Google Drive, etc.

ATTRIBUTES

• Self-motivated and proactive with a high level of compassion, empathy and integrity
• Passion to work on complex social causes, especially the cause of children and youth
• Actively pursues learning and self-development; seeks feedback; modifies behavior considering the right feedback.
• Believes in collaboration and teamwork.
• Resilient to change and can manage change effectively within the team.
• Proven ability to deal effectively with and resolve conflict and confrontation.
• Willing to work in Legazpi, Albay.

Travel Requirement: Willingness to travel around covered geographic areas around 30-40% of time, depending on spread of community centers.