World Vision International

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Supply Chain Officer

Job Description

Purpose of the position:

To participate in the Operations Services Clusters providing technical support services to the ADPs and other programmes in the coordination and implementation of procurement activities to ensure timely acquisition of goods and services in line with World Vision procurement policy, procedures and Donor Guidelines.

Communicate World Vision's Christian ethos and demonstrate a quality of spiritual life that is an example to others.

Major Responsibilities:

Key Outputs/Responsibilities

(Accountabilities and results)

Weight (%)

Prepare a consolidated procurement plan for allocated ADPs to inform strategic sourcing.

Ensure timely processing of procurement requests within acceptable lead times and in line with partnership guidelines and policies.

Maintain close collaboration with Procurement Officer in opposite Operations Services cluster to ensure orders are consolidated to achieve economies of scale. Work with preferred supplies to ensure they establish a system of monitoring and consolidating World Vision orders.

Follow up on issued purchase orders and Contracts to monitor progress on delivery and issue cancellation notices where necessary and re-issue new orders/contracts and advise the requesters on the status of their orders/requests.

Provide input to the National Office Procurement Officer to maintain the POTT tracking tool for capturing progress on procurement processes, across both the National Office and ADPs/programmes.

Receive incoming Purchase Requisitions, verify that required signature/ authorizations, budget lines, date received, date required and point of deliveries are shown on the PRs. Stamp received if all required information is shown; record them in PR register and place them in appropriate file for easy follow up and concrete documentation.

Assign the PRs for appropriate action and follow up on the processes to ensure they meet the required deadlines.

Prepare suppliers’ payments and pass them to the Supply Chain Manager for verification before forwarding the documents for relevant approvals and submission to Finance.

Register all the invoices in Suppliers’ Payment Register and ensure Finance signs for all received invoices. Follow up with Finance to ensure Vendors are paid in good time.

Maintain proper filing system for all procurement documentations, PR registers, LPO registers, Procurement Status Reports

Send out requests for quotations, preparation of Bids Analysis and LPOs when required to speed up the procurement processes and meeting the deadlines

Track all the PRs that are received from ADP offices to ensure appropriate processes are carried out expeditiously.

Monitor supplier performance on a regular basis.

Maintain and update goods and services price list on a regular basis.

Participate in all meetings of the Supply Chain Management team.

Participate in Operations Cluster meetings and represent supply chain within operations cluster.

Prepare and submit weekly/monthly procurement status reports in order to engage the customers and other stakeholders.

Other Competencies/Attributes:

  • Must be a committed Christian, able to stand above denominational diversities.

  • Attend and participate in daily devotions and weekly Chapel services.

  • Perform other duties as required.

Qualifications: Education/Knowledge/Technical Skills and Experience

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

  • Minimum Educational level required: Degree in Procurement and logistics /Business Administration/Professional/Graduate Diploma in CIPS

  • Experience: Three years of experience in procurement and logistics or Administration field

  • Technical Skills & Abilities:

  • Excellent computer skills.

  • Experience in working with donor funds

  • Working knowledge of procurement services and practices is an added advantage.

  • Good planning and organizational skills

  • Ability to maintain effective working relationships with all levels of staff and suppliers

Working Environment / Conditions:

  • Work environment: Office-based with minimal travel to field

  • Travel: 5% Domestic/international travel is required.