PURPOSE OF POSITION
This position is responsible for execution of sourcing process until the payment process on all requisitions for goods, works and services across all commodity categories to ensure general purchases and supplier relationship are carried out in alignment with WVI Procurement Policies.
Researches and evaluates requests based on price, service, quality and warranty and other applicable criteria in order to deliver and execute complex strategic sourcing projects both at World Vision Office and WV local Partners/Sub-Grantee.
This position will work closely with the technical and non-technical staffs in National Office in order to acquire appropriate and quality goods and services as per the specific requirements in order to implement projects.
The incumbent will adopt strategies to meet department goals and provide relevant information and recommendations to the management for proper decision making. He/she will also assist in the development of high standard of accountability and transparency in procurement of goods and services
Understand the department's business requirements and apply in the day to day work.
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.
Execute the Market Assessment and Supplier Pre-Qualification process as per the set guidelines based on the set guidelines for the assigned categories.
Manage the RFQ/RFP Process including baselines & price survey methodologies as per the approved framework for the assigned categories.
Lead negotiations for the assigned Categories.
Supervise the Sourcing events Filed Offices and Assistance work relating to sourcing.
Preparation of Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision making process.
Facilitate Purchasing Committee meetings and ensure that proper documentation is maintained.
Supplier Contract and Relationship Management
Accurately complete the master data management form (or contract/supplier register)
Monitor and complete contract close-out, renewal or retender, as appropriate for the assigned commodities.
Ensure that contractual conditions and performance indicators are understood by the suppliers.
Identify and resolve or escalate contract-related issues both internally and externally.
Analyze supplier performance based on customer feedback information & other sources and coordinate with supplier for improvement.
Receive and action incoming Purchase Requisitions (Pending Buyer Action), verify specifications are clear, conduct sourcing event if required items are not already on contract, update the PR with actual supplier record and release PR for approval.
Follow Procurement Polices and guidelines in Supplier Award decisions under the applicable threshold.
Manage PO Change requests coordinating with Requesters, Budget Owners and Suppliers
Consolidates all required documentation for presentation to Finance for timely supplier payment for materials and services delivered.
Data Management, Analysis and Reporting
Collect and analyze organization-wide data to support decision-making
Provide support in the design of the business metrics to monitor SCM performance and alerting management when the performance trigger is violated
Conduct spend analysis to support strategic sourcing activities, and Supplier Relationship Management
Prepare summary report of supplier bid responses for Procurement Committee award decision meetings
Track and analyze procurement performance and savings against established target levels
Process, Procedure and Policy
Conduct all procurement related tasks as per the approved procurement policy, processes and guidelines.
Advice management regarding any challenge / risks / impractical guidelines.
Collect customer feedback relating to the policies, processes and guidelines, and report to NO Management for improvements or change,
Systems Development and Implementation
Collect and collate useful data which can be used to improve the general systems established and communicate this information to immediate Supervisor
Control and Compliance
Conduct supplier pre-qualification for all new-suppliers and maintain records.
Participate in development of risk identification & assessment tools, registers and other tools and assessing SCM and contractual risks for procurements of goods, works or services.
Maintain proper filing and record keeping as per the guidelines set by the management.
Coordinate with Requesters to close out open POs in a timely manner.
Implementation of agreed audit recommendations in the procurement process as per the guidance given by the HoD.
Periodically monitor the progress on implementation of recommendations and update the management of all parties.
Leadership and Coaching
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
Ensure that all Supply Chain staff members understand Procurement Policies, Processes, and Systems
Plan and coordinate departmental meetings to review status of tasks and update Senior Management Team on the progress of the departments’ functions.
Training and Capacity Building
Coordinate, participate in, and/or train staff from Supply Chain Staff and other WVI Departments on WVI Procurement Policies, Processes, and Systems
Train the Partners / Sub-Grantees based on the approved capacity building plan, monitor progress. Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management.
KNOWLEDGE, SKILLS AND ABILITIES
University degree in Business Administration, Procurement or similar degree, or equivalent experience
At least 2 years' experience in Procurement or Supply Chain
The position requires ability and willingness to travel domestically and internationally
Previous experience in negotiating with suppliers
Previous experience in preparing and amending 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
Proficiency in Microsoft Office (Excel, Word, PowerPoint, Access and Internet)
Proven problem analysis and decision making skills
Good writing skills in English