World Vision International

Procurement Officer

Job Description

Position: Procurement Officer

Town/City: National Office, Tirana

Application deadline date: August 31, 2018

Category: Supply Chain

Type: Fixed term, Full time

PURPOSE OF POSITION

Procurement of materials, works and services to ensure required supply needs are satisfied at lowest total cost to World Vision and at the time required by the requester and of the quality identified on the order/contract. Appropriately and accurately perform and leverage market analysis to support Procurement decisions. Perform strategic sourcing activities as requested in line with the procurement and implementation plans and execute transactional order processing from request to pay. Identity suppliers for specific areas of spend through market research and intelligence

MAJOR RESPONSIBILITIES

  • Execute the procurement process for designated areas of spend for categories under contract and not on contract for all areas of spend

  • Work with Area Programs, projects and other departments to ensure clear specification of requirements.

  • Ensure specifications in item catalogue are maintained and accurate.

  • Receive purchase request from internal customers.

  • Review purchase requisitions for completeness and accuracy and identify sources of supply if needed.

  • Identify suppliers to fill requisitions in accordance with approved supplier management policies

  • Issue tenders and provide analysis of tenders to include technical recommendations for Procurement Committee

  • Generate Purchase Order from selected and approved suppliers

  • Use processes that ensure that contractual terms and conditions are met during order request and processing for the purchase of materials and services

  • Maintain good level of public relations with outside suppliers as well as strong partnership with internal users

  • 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.

  • Consolidates all required documentation for presentation to Finance for timely supplier payment for materials and services delivered.

  • Coordinate and facilitate the timely fulfillment of the Purchase Order with Area Programs, requesting departments, suppliers, and Logistics function (if needed) to ensure appropriate receiving and order fulfillment

  • Identify alternative supply sources for materials / services not under contract

  • Work with Logistics to ensure safe delivery and receipt of ordered materials

  • Resolve conflicts with deliveries and supplier

Support Supply Chain Team Leader in the planning and strategic sourcing initiatives for the National Office

  • Conduct market assessments for specific categories of spend

  • Pre-qualification and vetting of suppliers for defined categories of spend

  • Quality reviews to insure technical compliance by suppliers

Supplier Management

  • Manage day-to-day supplier relationship and performance for assigned commodities

Performance Measurement Execution, Analysis and Reporting

  • Track and analyze procurement performance and savings against established target levels (Key Performance Indicators and Purchase Orders Savings tracking tool.

  • Support Supply Chain Management performance monthly to Hub Leader and National Officer Leadership.

  • Support continuous improvement in Procurement through monitoring of Procurement Progress Reports and Procurement monthly tracking reports

  • Maintain and update critical National Office procurement data (item master, supplier master)

KNOWLEDGE, SKILLS AND ABILITIES

  • University degree in Business Administration, Social Science, Procurement or similar degree.

  • At least 3-5 years’ experience in purchasing.

  • Good Supply Chain Management expertise.

  • Knowledge of the 7-Step Sourcing Process.

  • Negotiation experience.

  • Contract Management experience.

  • Basic knowledge of local legal positions for contracts.

  • Ability to analyze and report on Supply Chain Management and financial metrics.

  • Understanding and ability to perform of market analysis, supplier evaluation and total cost of ownership analysis, category strategy development & implementation.

  • Technical skills in computing and using standard software (Excel, Word, PowerPoint, Access and Internet).

  • Good communication skills.

  • Proven problem analysis and decision making skills.

  • Ability to work in a team.

  • Good skills in English.

  • The position requires ability and willingness to travel domestically and internationally up to 5% of the time.

  • Driving license.

***While we appreciate all applications received, only those selected for the next phase of recruitment process will be contacted.