Supply Chain Coordinator

World Vision international

Join and be part of a global relief, development and advocacy NGO, dedicated to work with children, families & communities to overcome poverty and injustice. World Vision International was established in 1950 & operates in nearly 100 countries worldwide.

World Vision is committed to the protection of children and we do not employ people whose background is not suitable for working with children. All employment is conditioned upon the successful completion of all applicable background checks, including criminal record checks where possible.

Job Title: Supply Chain Coordinator

JOB PURPOSE

This position is responsible for execution of sourcing process until the payment process on all requisitions for goods, works and services across all commodity categories to ensure general purchases and supplier relationship are carried out in alignment with WVI Procurement Policies.

Researches and evaluates requests based on price, service, quality and warranty and other applicable criteria in order to deliver and execute complex strategic sourcing projects both at World Vision Office and WV local Partners/Sub-Grantee.

This position will work closely with the technical and non-technical staffs in National Office in order to acquire appropriate and quality goods and services as per the specific requirements in order to implement projects.

The incumbent will adopt strategies to meet department goals and provide relevant information and recommendations to the management for proper decision making. He/she will also assist in the development of high standard of accountability and transparency in procurement of goods and services.

Key Responsibilities:

Major Activities

Business Requirements

Understand the department’s business requirements and apply in the day to day work.

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.

Strategic Sourcing

Execute the Market Assessment and Supplier Pre-Qualification 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 Filed Offices 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.

Facilitate Purchasing Committee meetings and ensure that proper documentation is maintained

Supplier Contract and Relationship Management

Accurately complete the master data management form (or contract/supplier register) Monitor and complete contract close-out, renewal or retender, as appropriate for the assigned commodities. Ensure that contractual conditions and performance indicators are understood by the suppliers. Identify and resolve or escalate contract-related issues both internally and externally. Analyze supplier performance based on customer feedback information & other sources and coordinate with supplier for improvement.

Procurement Execution

Receive and action 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, Analysis and Reporting

Collect and analyze organization-wide data to support decision-making 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 policy, 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,

Systems Development and Implementation

Collect and collate useful data which can be used to improve the general systems established and communicate this information to immediate Supervisor

Control and Compliance

Conduct supplier pre-qualification for all new-suppliers 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. Periodically monitor the progress on implementation of recommendations and update the management of all parties.

Leadership and Coaching

Manage the performance of direct reports through performance reviews, frequent conversations and other method as appropriate. Be courageous in providing coaching or feedback for continuous performance improvement Ensure that all Supply Chain staff members understand Procurement Policies, Processes, and Systems Plan and coordinate departmental meetings to review status of tasks and update Senior Management Team on the progress of the departments’ functions.

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

Train the Partners / Sub-Grantees based on the approved capacity building plan, monitor progress. Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management.

List education, knowledge & skills, licenses preferred, and all experiences required to perform this position in a fully competent manner.

Minimum education, training and experience requirements to qualify for the position:

University degree in Business Administration, Procurement or similar degree, or equivalent experience at least 4 years’ experience in Procurement or Supply Chain

Work Environment

Include travel & work environment details.

Complete Travel and/or Work Environment statements if applicable.

The position requires ability and willingness to travel domestically and internationally up to 20% of the time.

Applicant Types Accepted:

Local Applicants Only