SCM-Admin Coordinator (Temporary)

14564-12N28046
27-Sep-19
International Role - No - Only National applicants will be considered.
Less Than 1 Year

FOR LAO NATIONAL ONLY

PURPOSE OF POSITION:

To establish strategic sourcing for Supply Chain functions within World Vision Laos. To standardize and streamline the procurement system through supply chain management process and to release program/project staff to give more time towards transformation development of community, improve cost benefit through effective Supply Chain and ensure timely delivery of goods and services to support ministry needs.

To provide overall admin and logistic support to zonal and ADP offices ensuring seamless continuality of the ministry in all the ADPs/Projects in the province.

This position will work with all stakeholders in ADP, Province and National Office (SCM team) and to achieve WV Laos. This position will report to Provincial TP Manager with matrix reporting to NO SCM Officer.

MAJOR RESPONSIBILITIES:

1. Procurement & Distribution

  • Prepare Annual Procurement Plan in alignment with ADP / Project Budget with full & complete details for every financial year

  • Coordinate the procurement process of goods and services of ADP and Provincial office

  • Liaise with National Office Supply Chain Officer for Monthly Reporting and Coordination meeting.

  • Ensure the goods and services are delivered to user on time according to the procurement planning and ensuring lead time

  • Collect quotations for purchase of goods/services for ADPs/Province and invite a meeting of purchase committee for selection of vendor through strategic sourcing.

  • Coordinate Goods and Services bidding process both for spot buys purchase and through Strategic sourcing

  • Ensure the effectiveness of purchase, lead time and accuracy of orders of ADPs/Projects and Province

  • Maintain and update procurement database and make it accessible to Finance Department and Auditor (PR, Quotations, PO, Bidding, PO, and Contract)

  • Liaise with Provincial Finance team for supporting document and payment to vendor/supplier on time

  • Supervise the proper handling of logistics and transportation of goods and services to field office

  • Ensure all suppliers/vendors are screened through BPS/EPLS

2. Supply Chain Reporting & communication

  • Prepare monthly savings report on all procurement done for the month for all ADPs/Projects under the province

  • Manage procurement logbook and saving tracking report.

  • Maintain and update strategic sourcing contract, supplier database, and price catalogue at the zone office.

  • Report the savings to NO SCM on/before the due date every month

3. Administrative/Logistic Support

  • Record and maintenance of all assets, ensuring its safety by renewing vehicle insurance and AMCs periodically before its expiry.

  • Maintenance of office building rent and utilities (electricity, water, janitorial functions etc.,) and renew office rental agreement before its expiry.

  • Maintenance of vehicles and log books on a daily basis and monitor the mileage of each vehicle every month.

  • Maintenance and record of all assets and Insurance Portal for Global Insurance/fleet/real estate purpose.

  • Provide logistic support to organize meetings and retreats for ADPs/Projects/Province.

  • Mitigating possible risks by ensuring safety and security to leased out building and assets owned by the organization.

4. Carry out any additional responsibilities as assigned by Provincial TP Manager or NO SCM Officer

EDUCATION: Diploma or Bachelor degree in Administration

KNOWLEDGE AND SKILLS:

  • Diploma or Bachelor degree in Administration

  • Minimum of 2 year work experience in purchasing or procurement

  • Minimum of 2 year work experiences in Administration and/or general services.

  • Certification on Supply Chain Management or Procurement would be an added advantage

  • Project Management skills

  • Responsive, Flexibility and adaptability.

  • Personal qualities of integrity, credibility, and dedication to World Vision ministry

  • Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholders

  • An attitude of cooperation and understanding.

  • Understand WV vision, mission and WV partnership operations with creative and innovative thinking

Work Environment: This position requires at least 35% travel to ADP and program/project office

Interested candidates are invited to submit a COVER LETTER and CV to the address below. Please indicate the POSITION TITLE. Deadline for application is 27 September 2019, however applicants are encouraged to apply early as applications will be reviewed on an ongoing basis and the position will close early if a suitable candidate is found.

Women are strongly encouraged to apply.

Mail: People and Culture Department

P.O. Box 312 Vientiane 01005

Email: [email protected]

Website: www.wvi.org/laos