WVV MDM & Admin Assistant

WORK CONTEXT / BACKGROUND:

World Vision is a Christian relief and development organisation working to create lasting change in the lives of children, families and communities living in poverty. World Vision serves all people regardless of religion, race, ethnicity or gender. As a child-focused organization, WV’s work focuses on children, ensuring they are protected and their basic needs are met. WVV has a total income of around US$ 18,500,000 (FY19) with funding from 13 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and PNS/grants (30%). WVV employs about 430 staff, of which 99% are Vietnamese nationals.

The strategic focuses of WVV include: children protection from all forms of abuse, exploitation, violence and injury; reduction of malnutrition rate of children under 5 through integrated approach; sustainable livelihood for poor households to support sustainable well-being of children.

Currently, World Vision Vietnam is implementing 37 Area Programmes (APs) which operate in 5 zones: North 1 (Hoa Binh - Dien Bien), North 2 (Yen Bai – Tuyen Quang), North 3 (Thanh Hoa - Hung Yen - Hai Phong), Central (Quang Tri - Quang Nam – Danang) and South (Quang Ngai - Binh Thuan – DakNong - Ho Chi Minh). WVV’s APs work with government partners and communities on a daily basis. Beside the APs, WVV is also implementing Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.

WVV has a representative office in Hanoi, which is the work-base of about 60 staff. The Administration Unit also provides support to WVV staff across the country.

Starting from FY14 WVV is mandated to implement the Strategic Sourcing Project, which is led by the Administration Unit. The Unit facilitates the procurement of ministry materials as required by the ADPs/projects as well as the representative office in Hanoi.

PURPOSE OF POSITION:

The position supports World Vision Vietnam to ensure high standards of reception management and filing system.

The responsibility also includes providing assistance to the Administration Officer and a designated Procurement Officer in admin and procurement tasks.

KEY RESPONSIBILITIES:

I. RECEPTIONIST

  • All incoming telephone calls are answered in a courteous and professional manner, and directed to concerned staff and visitors.

  • Cordial greetings are demonstrated to all visitors, ensure they are being served well and maintain the visitors’ logbook accurately.

  • Prepare all outgoing mail pouches for courier service, post office or other means of delivery and maintain mail out going register/ records properly.

  • Receive all in-coming mail pouches, post office mail, newspapers, other deliveries and distribute appropriately, maintaining in-coming mail register.

  • Ensure the reception area is well maintained, clean and tidy through coordination with relevant parties.

  • Manage and coordinate the meeting room registration.

  • Maintain proper inventory record for all office supply: stationery, kitchen stuffs and etc and raise purchase requisition accordingly

  • Supervise the janitorial work, ensuring office, meeting rooms and pantry always neat and clean.

II. ADMIN

  • Assist Admin Officer in logistic arrangements for staffs’ business trip, visitors’ and events in Hanoi such as booking air ticket, transportation and hotel.

  • Create purchase request on system to purchase office supplies.

  • Prepare and submit admin monthly payment relating to EMS, transportation, office renting, air tickets, hotel, and office supplies etc. to Finance Dept. on time and ensure proper cost charges to departments/Aps.

  • Carry out any other administrative tasks assigned by supervisor.

III. MASTER DATA MANAGEMENT

  • Register, update or deactivate user account, supplier, contract, and items on Provision system

  • Assist remote buyers (in Central and South area) in completing framework contract submission process

  • Carry out any other master data management tasks assigned by supervisor.

Knowledge, Skills, Abilities:

(The following knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.)

Education

College or University graduate

Knowledge & Skills

- Fluent in English (written and communication skill)

- Good communication skills

- Good analytical skills.

- Good interpersonal skills.

- Knowledge of computer (Microsoft Word and Excel), and office machine such as fax, telephone, photocopier and others as an advantage.

- Ability to oversee day to day operation.

- Strong organization skill with a problem- solving attitude

- Attention to detail

- Knowledge of basic accounting.

Experience

- Prefer to have 01 year relevant experience and be passion in office administration to help others and contribute to the success of the Department/ Organization.

- Fresh graduate with fast learning ability, strong potential and clear career path is also welcomed.

World Vision Vietnam is a Christian non-government organization. Applicants having working experience in a similar kind of organization will be an advantage.

Our contact details are: People and Culture Department -World Vision International – Vietnam Address: 9th floor, the Mercury building, 444 Hoang Hoa Tham, Hanoi, Tel: 024. 39439920 (ext.118)

We give equal opportunity to every candidate, regardless of religion, race and gender.

A competitive salary, benefits and career development opportunity will be offered and commensurate with the experience, qualifications and responsibilities.

Supply Chain Management Specialist - South Africa Region

*Position location: anywhere in the Southern Africa Region where WVI is registered to operate.

PURPOSE OF POSITION:

Responsible for supporting the Regional SCM Director in organizing, leading, contributing to and facilitating Supply Chain Management (SCM) assessment and implementation programmes within each of the Field Offices (FOs) that will have the greatest impact on process improvement, simplification, standardization and cost containment.

Responsibilities include:

  • Providing supply chain expertise to ensure adequate integration of supply chain management in programme planning, design, and implementation.

  • Leading programme-supply chain integration and collaboration, providing the provision of technical advice and assistance to countries for product and service delivery innovation.

  • Ability to complete project-level SCM strategic activities in a timely and professional manner with sufficient attention to detail in deliverables, and regular and thorough reporting and project communications.

  • Facilitate exchanges of best practices and work with partners and counterparts in the specific field and programme areas on supply chain issues for relief, development, and advocacy.

  • Development of supply chain planning, procurement (sourcing and buying), vendor management, cost containment, transport, warehousing, inventory management, materials handling and packaging, reverse logistics, metrics and KPIs, risk management information & systems, and vehicle fleet management.

MAJOR RESPONSIBILITIES:

  • With the Regional Supply Chain Management Director (RSCMD) build capacity for Supply Chain Staff, Procurement Committees and other stakeholders for Field Offices (FOs) through identification of training gaps, provision of training, recommending training or facilitating training whether in-house or outsourced.

  • Support the RSCMD to implement supply chain management process flows and roles & responsibilities for each supply chain process step. Set overall direction for Field Office SCM process team; advise on team functions and performance.

  • Drive development of procurement plans for Field Offices.

  • Strategic sourcing, effective contract management, supplier- relationship management, elimination of variation and wastes and focusing on continuous process improvement to create procurement process improvement.

  • Co-manage significant standardization and categorization of WV supplies and commodity-specific projects towards achieving strategic buying within each of the country programs and looking for ways to collaborate at regional and global levels.

  • Implement key performance metrics process which include savings and procurement tracking and analysis which should be consolidated from FO reports. Create and prioritize areas to be improved upon to drive Field Office supply chain management into world-class performance and communication and external SCM reports and engagements.

  • Support ProVision readiness, roll out and full adoption in NOs and liaise with Field Office Directors and Senior Management Teams to accept other developed SCM projects and drive their implementation as well as manage change.

  • Manage the key strategic supply chain processes of supplier prequalification and framework contracts development for World Vision to get best value for money from its suppliers.

  • Guide and lead WV SC in Supplier Relationship Management and Supplier Performance Appraisal Including travel processes.

KNOWLEDGE, SKILLS & ABILITIES:

  • University degree in business, science, engineering, technology or supply chain management or equivalent experience and professional qualification in supply chain management.

  • Minimum eight (8) years professional work experience with progressively more responsibility relevant to supply chain issues.

  • Minimum two (2) years working in cross-cultural environments and demonstrated ability to adapt to international project work.

  • Extended operational experience in global supply chain management, business process improvement, project management and team based organizational change management.

  • Multi-language fluency is a plus.

  • System implementation desirable.

  • Vocational or professional society membership (Chartered Institute of Logistics and Transport or Council of Supply Chain Management Professionals) and certification desired.

  • Effective in written and verbal communication in English.

Preferred Skills, Knowledge and Experience:

  • Demonstrated SCM technical skills required:

  • Current knowledge of the latest developments and technology in the supply chain management field, preferably in various global industries.

  • Experience with sourcing, material planning & forecasting, procurement, vendor management, contract negotiations and administration.

  • Experience overseeing daily internal/external warehouse and transport operations, inventory management and logistics support. Familiarity with basics of fleet management, customs clearance and third party logistics preferred.

  • Comprehension of supply chain performance measures in finance, operations and customer performance. Balanced scorecard experience preferred.

  • Experience in business and program analysis and possessing good analytical and negotiating skills.

  • Proven ability to conceptualize, plan and execute ideas as well as transfer knowledge and skills.

  • Ability to clearly and concisely express ideas and concepts in written and oral form.

  • Effective in written and verbal communication in French is an added advantage.

Work Environment/Travel:

  • The position requires ability and willingness to travel domestically and internationally up to 60% of the time.

Supply Chain Management Specialist- West & South Africa Region

*Position location: anywhere in the West Africa Region where WVI is registered to operate.

PURPOSE OF POSITION:

Responsible for supporting the Regional SCM Director in organizing, leading, contributing to and facilitating Supply Chain Management (SCM) assessment and implementation programmes within each of the Field Offices (FOs) that will have the greatest impact on process improvement, simplification, standardization and cost containment.

Responsibilities include:

  • Providing supply chain expertise to ensure adequate integration of supply chain management in programme planning, design, and implementation.

  • Leading programme-supply chain integration and collaboration, providing the provision of technical advice and assistance to countries for product and service delivery innovation.

  • Ability to complete project-level SCM strategic activities in a timely and professional manner with sufficient attention to detail in deliverables, and regular and thorough reporting and project communications.

  • Facilitate exchanges of best practices and work with partners and counterparts in the specific field and programme areas on supply chain issues for relief, development, and advocacy.

  • Development of supply chain planning, procurement (sourcing and buying), vendor management, cost containment, transport, warehousing, inventory management, materials handling and packaging, reverse logistics, metrics and KPIs, risk management information & systems, and vehicle fleet management.

MAJOR RESPONSIBILITIES:

  • With the Regional Supply Chain Management Director (RSCMD) build capacity for Supply Chain Staff, Procurement Committees and other stakeholders for Field Offices (FOs) through identification of training gaps, provision of training, recommending training or facilitating training whether in-house or outsourced.

  • Support the RSCMD to implement supply chain management process flows and roles & responsibilities for each supply chain process step. Set overall direction for Field Office SCM process team; advise on team functions and performance.

  • Drive development of procurement plans for Field Offices.

  • Strategic sourcing, effective contract management, supplier- relationship management, elimination of variation and wastes and focusing on continuous process improvement to create procurement process improvement.

  • Co-manage significant standardization and categorization of WV supplies and commodity-specific projects towards achieving strategic buying within each of the country programs and looking for ways to collaborate at regional and global levels.

  • Implement key performance metrics process which include savings and procurement tracking and analysis which should be consolidated from FO reports. Create and prioritize areas to be improved upon to drive Field Office supply chain management into world-class performance and communication and external SCM reports and engagements.

  • Support ProVision readiness, roll out and full adoption in NOs and liaise with Field Office Directors and Senior Management Teams to accept other developed SCM projects and drive their implementation as well as manage change.

  • Manage the key strategic supply chain processes of supplier prequalification and framework contracts development for World Vision to get best value for money from its suppliers.

  • Guide and lead WV SC in Supplier Relationship Management and Supplier Performance Appraisal Including travel processes.

KNOWLEDGE, SKILLS & ABILITIES:

  • University degree in business, science, engineering, technology or supply chain management or equivalent experience and professional qualification in supply chain management.

  • Minimum eight (8) years professional work experience with progressively more responsibility relevant to supply chain issues.

  • Minimum two (2) years working in cross-cultural environments and demonstrated ability to adapt to international project work.

  • Extended operational experience in global supply chain management, business process improvement, project management and team based organizational change management.

  • Multi-language fluency is a plus.

  • System implementation desirable.

  • Vocational or professional society membership (Chartered Institute of Logistics and Transport or Council of Supply Chain Management Professionals) and certification desired.

  • Effective in written and verbal communication in English.

  • Effective in written and verbal communication in French.

Preferred Skills, Knowledge and Experience:

Demonstrated SCM technical skills required:

  • Current knowledge of the latest developments and technology in the supply chain management field, preferably in various global industries.

  • Experience with sourcing, material planning & forecasting, procurement, vendor management, contract negotiations and administration.

  • Experience overseeing daily internal/external warehouse and transport operations, inventory management and logistics support. Familiarity with basics of fleet management, customs clearance and third party logistics preferred.

  • Comprehension of supply chain performance measures in finance, operations and customer performance. Balanced scorecard experience preferred.

  • Experience in business and program analysis and possessing good analytical and negotiating skills.

  • Proven ability to conceptualize, plan and execute ideas as well as transfer knowledge and skills.

  • Ability to clearly and concisely express ideas and concepts in written and oral form.

Work Environment/Travel:

  • The position requires ability and willingness to travel domestically and internationally up to 60% of the time.