World Vision International

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Procurement Officer

Job Description

PROCUREMENT OFFICER

LOCATION

Yerevan, Armenia

DURATION

Open-ended

PURPOSE OF THE POSITION

Procurement Officer will be responsible for the 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. The officer will appropriately and accurately perform and leverage market analysis to support Procurement decisions. He/ she will 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 requests 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 Orders 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;

  • Facilitate across all parties the timely resolution of issues that could impact meeting the needs of the requestor and communities;

  • Consolidate all required documentation for presentation to Finance for timely supplier payment for materials and services delivered;

  • Coordinate and facilitate the timely fulfillment of Purchase Orders 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 suppliers;

  • Support HUB Leader and National Office Supply Chain Lead 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;

  • Track and analyze procurement performance and savings against established target levels (KPI’s and PO Savings tracking tool);

  • Support Supply Chain Management performance monthly to Hub Leader and National Office 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);

  • Ensure the submission on all suppliers for Block Party Screening to Hub Analyst.

REQUIRED QUALIFICATIONS

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

University degree in Business Administration, Social Science, Procurement or similar degree;

Professional Qualification preferred, CIPS (Chartered Institute of Procurement & Supply) certification preferable;

At least 3-5 years’ experience in purchasing;

Knowledge of the 7-Step Sourcing Process;

Negotiation experience;

Good Supply Chain Management expertise;

Contract Management experience;

Basic knowledge of local legal positions for contracts;

Ability to analyse and report on Supply Chain Management and financial metrics;

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

Good communication skills;

Good knowledge of English and Armenian;

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

Proven problem analysis and decision making skills;

Ability to work in a team;

Ability and willingness to travel domestically and internationally up to 5% of the time.