Supply Chain Manager_National Office

20602-15N28067
Bujumbura Mairie
Bujumbura
06-Dec-21
1-2 Years

  1. PURPOSE OF POSITION

The purpose of this position is to provide overall leadership and technical oversight to the supply chain function in line with World Vision’s procedures in order to support timely implementation of World Vision Programs/Projects that will have the greatest impact on process improvement, simplification, standardization and cost containment thus ensuring the achievement of the Child Well Being Outcomes.

  1. 2. MAJOR RESPONSIBILITES

% of time

Activity

End Results

15

Business Requirements

1. Develop Functional Strategy aligning to GSCM Strategy and RO priorities, in coordination with other Departmental and NO Strategy. 2. Review and finalize Annual Business Plans

3. Proactively engage with suppliers, partners, local authorities, other NGOs, clusters and stakeholders to ensure good coordination and adequate information sharing, address common concerns/problems and seek solutions

SCM is considered as a Strategic Partner in the National Office.

15

Planning

1. Represent the SCM function on NO Strategic Planning & Annual Business Planning process

2. Represent the SCM Function in project designs and engage in GAM meetings, Partner - Sub-Grantee Meetings ensuring SCM is engaged early enough to allow professional input during planning stage.

3. Prepare Procurement planning guidelines align with Global Guidelines and Planning Calendar and socialize them with all Stakeholders.

4. Review the procurement planning and prepare Consolidated Annual Procurement Plan to socialize with NO Management & RSCM and develop the Sourcing Strategy.

5. Ensure Annual Procurement Plans are quarterly reviewed with Finance and Operation, and update the Sourcing Plans accordingly

Procurement planning & review process is embedded to Planning and Budgeting process.

10

Strategic Sourcing

  1. Determine the requirement for the Category, Market and Incumbent Supplier based on the Spend Analysis and Annual Procurement Plans.

  2. Execute the reviewed and approved Sourcing Strategy.

  3. Develop the Market Assessment and Supplier Pre-Qualification process based on the global polices and process.

  4. Develop the framework in managing the RFQ/RFP Process including baselines & price survey methodologies.

  5. Lead negotiations for the High Spend Categories and develop the negotiation strategies and contracting processes for other categories.

  6. Review Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process.

  7. Ensure that Strategic Sourcing process and related controls are included in the Partner / Sub-Grantee Assessment Tools for assessment

Established Strategic Sourcing which is WV's standard method of supplier selection, contract awards and procurement process.

10

Supplier Contract and Relationship Management

1. Vet (through in-country legal) and finalize, Global Standard contracts for NO use.

2. Draft & review supplier contracts for those categories where the vetted global standard contract format is not applicable, and reviews supplier recommended changes.

3. Ensure that Key Performance Indicators (KPIs) are embedded for all Strategically Sourced contracts and managed.

4. Resolve contract-related issues and improve T&C in contracts and the contracting process.

5. Develop supplier onboarding process and supplier relationship management framework including the communication guidelines & Supplier continuous improvement plan

WV uses Standard / vetted contracts and managed, maintaining healthy supplier relationship.

10

Procurement Execution

1. Ensure all orphaned PRs waiting to be sourced are assigned to the appropriate staff and are actioned in a timely manner.

2. Follow Procurement Polices and guidelines in Supplier Award decisions under the applicable threshold and ensure periodic review mechanism is place of the Buyers' supplier award decisions.

3. Ensure, that all gaps are identified relating to the procurement execution (Process, system usage, disputes and etc.) and update / resolve them on a timely manner.

Smooth flow of day to day procurement operations, ensure timely and quality delivery

10

Data Management, Analysis and Reporting

  1. Develop, track, and evaluate procurement metrics including areas of spend analytics, procure-to-pay process, operational efficiencies, and supplier performance to drive procurement strategy development and implementation.

  2. Design and communicate SCM KPI dashboard to management.

  3. 3. Conduct regular meeting with staff on KPIs to identify areas for improvement.

  4. 4. Monitor sourcing projects progress and produce sourcing status reports to management.

  5. 5. Ensure that Master Data management process is built on global guidelines, ensuring the acceptancy and completeness

Operational Data is collected, analysed, interpreted and well managed meeting the SCM Targets

10

Process, Procedure and Policy

1. Understand, interpret and analyse the global policies, processes and guidelines for better adoption at NO level and manage Exception Approval process.

2. Drive the policy, process and guidelines implementation plan, defining roles & responsibilities and owners for each step in the SCM process.

3. Ensure regularly reviews are done on the procurement policies, processes and guidelines (Source to pay (S2P), logistical, warehousing) to ensure their effectiveness and applicability and advise Regional and Global SCM Teams for possible change and /for improvement.

4. Advise National Offices on the acquisition and use of 3PLs and 4PLs and application of INCOTERMS.

5. Ensure adherence of SCM Policies, procedures and documentation to ensure compliance with WVI & donor regulations of the implementing Partners/Sub-Grantee are being evaluated under Partner / Sub-Grantee Assessment stage and captured them under capacity development plans.

Global Standard Processes are implemented and embedded a continuous improvement culture.

5

Systems Development and Implementation

1. Maintain procedures and putting them into operation.

2. Plan and execute testing and implementation of major systems.

3. Ensure that databases meet user requirements.

4. Liaise with programmers, applications/operational staff, IT project managers and other technical staff.

Maximize the usage of all systems / tools / dashboards and well managed operation with external stakeholders.

5

Control and Compliance

1. Assess criticality of the Risks identified related to SCM & Procurement and plot them in the Risk Pyramid.

2. Develop the risk mitigation plans and embed the to the processes, SoPs and guidelines for implementation and regularly evaluate control measures.

3. Monitor adherence to control measures and compliance with WV supply chain policies and guidelines.

4. Coordination with regulatory authorities for better understanding of the requirements and guide SCM Unit to comply and monitor the implementation.

5 Investigate reported cases breach of controls, frauds, non-compliance, misappropriation of WV funds and assets related to SCM and take corrective measure as per the established NO framework.

6.Conduct root cause analysis for external and internal audit findings, prepare respond and the implementation plan and monitor.

7. Ensure SCM Policies, procedures and internal control system is strong enough to safeguard WV funds and authorities allocated to Partners and Sub-Grantees under the partnering arrangement. Any gaps should be captured at Partner / Sub-Grantee Assessment stage and build onto capacity development plans.

Mitigate Financial Risk and avoid significant financial risk ratings in procurement for both World Vision program and Partners.

5

Training and Capacity Building

1. Coordinate, participate in, and/or train staff from Supply Chain and other WVI Departments on WVI Procurement Policies, Processes, and Systems.

2. Develop Partners' / Sub-Grantees' capacity assessment and capacity building framework / guidelines are developed, leveraging the most recent regulatory best practices.

3. Train the SCM Team and other internal stakeholder in using the framework for capacity assessment and developing capacity building plans for Partners / SubGrantees.

4. Ensure the capacity building plans are implemented, monitored and take corrective measures for identified gaps / deviations.

Availability of well-trained SCM team managing the operation.

5

Leadership and Coaching

1. Provide leadership to Supply Chain Department to ensure Our Promise strategy is embedded in the Department’s annual objective and day to day work.

2. 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.

3. Ensure that all Supply Chain staff members understand Procurement Policies, Processes, and Systems.

4. Plan and coordinate departmental meetings to review status of tasks and update Senior Management Team on the progress of the departments’ functions.

5. Lead monthly appropriate review meeting to address open procurement issues/performance and provide solution.

Availability of succession plans for key positions in the team and 2nd line leadership.

  1. CORE COMPETENCIES FOR LEADERS/MANAGERS

Model Self-Management

I pay attention to my own well-being and resilience. I remain focused and resourceful through complexity, ambiguity and disruption, and I lead the way for others to do the same. I create an environment where staff members are safe, resilient, and have trusting, authentic relationships.

Engage, Influence, Lead and Grow Others

I practice wise stewardship of those whom I influence and lead. I seek to grow and multiply the impact of individuals, groups and networks. Through timely truth telling with love, I nurture a supportive environment where we can meet challenges and be at our best

Run an Effective and Agile Organization

I lead by example in focusing on and achieving the things that matter most. I create unity and trust by doing my part and holding others accountable, so that we can be relied upon to deliver results in an agile and responsive way.

Develop the Organization for the Future

I consistently look outward, and I learn and respond with creativity and innovation to transform the organization for the future. I create an environment where others are empowered to discover new and better ways of doing things.

  1. NOWLEDGE, SKILLS AND ABILITIES

  • University Degree in Supply Chain Management, Procurement, Engineering, or Business Administration, or equivalent professional qualification (advanced CIPS);

  • A minimum of five (5) years of progressively responsible experience in procurement, contracts management, contracts administration and/or logistics, of which three (3) years of experience directly related to first-hand procurement and/or contracting is required;

  • At least 5 years of experience in managing staff;

  • Demonstrated high proficiency levels of electronic systems related to procurement management;

  • Experience managing statutory and donor audits

  • Proven experience in supervision of staff within different expertise

  • Excellent written and verbal communication skills in English, including report-writing and formal communication skills. French would be an added advantage

  • Excellent analytical and problem solving skills

  • Mature, committed Christian who is able to lead and inspire others

  • Substantive experience working in the INGO sector dealing with multiple donor funds and meeting different donor requirements Perform other duties as required

  • Ability to negotiate and influence, challenge and question

  • Ability to create and maintain procurement systems.

  • Able to prioritize own and others work to tight work deadlines.

  1. Work Environment

    Domestic Travel: 15% Regular internal travel to project areas is required.

  2. How to apply

    Should you wish to apply for this position, please go to http://careers.wvi.org/job-opportunities-in-burundi. If this is your first time applying online via the World Vision International careers website, you will need to register an account along with your application details. This site will provide you with additional functionality, such as saved searches and email alerts. Registration requires minimal information to create your account. Further details will be collected during the application process. All applicants must apply using our online application system, CVs received via email or standard post will NOT be considered.

    In case you face challenges applying through the online system, please call HR department for support. The closing date for submission of applications (Updated and signed CV, motivation letter, certificates of service, and Certified Degrees) is December 06, 2021. No late applications will be accepted.

  3. Important Note

  • World Vision Burundi does neither use employment agencies nor does it charge money for recruitment, interviews or medical checks.

  • As a child focused organization, World Vision is committed to the protection of children and does not employ staff whose background is not suitable for working with children.

  • Although all applications will be considered on their individual merit, suitably qualified women are especially encouraged to apply.