Supply Chain Management Coordinator (One)- based in Kailali, West Field Office Cluster
PURPOSE OF POSITION:
To effectively handle Supply Chain activities in line with WV’s procedures to in order to timely implement WVIN’s programs/projects in the most effective and efficient manner and achieve targeted Child Well Being Outcomes.
Understand the department's business requirements and apply in the day to day work.
Lead development and coordinate the Procurement Plans of Field Office including all PNGOs.
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.
Work with Logistics to ensure safe delivery and receipt of ordered materials
Resolve conflicts with deliveries and suppliers.
Identifying viable customer alternatives and facilitating access to the ‘best value for money’ for GWS.
Execute the Market Assessment and Supplier Pre-Qualification process as per the set guidelines based on the set guidelines.
Manage the RFQ/RFP Process including baselines & price survey methodologies as per the approved framework for required GWS.
Assist PNGOs to increase cost saving through healthy negotiation and ensure effective and efficient services and flexibility.
Preparation of Procurement Committee submission documents and meeting minutes to ensure their comprehensiveness to allow an informed decision making process.(Quotation registration from, sealed bids, sample verification report, etc.)
Develop Commodity Catalogue for relevant categories/sub-categories procured in field and by Partner NGOs.
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 & 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.
Maintain the supplier intimacy without compromising the ethics and value of WVIN.
Conduct supplier orientation in Field and support PNGOs for their orientation.
Procurement Planning and Execution
Receive 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, pricing revisions, order cancellation and invoice discrepancies by coordinating with Requesters, Budget Owners and Suppliers
Oversee the payments and controls expenses by receiving, processing, verifying, and all reconciling invoices;
Reconciles processed work by verifying entries and comparing system reports to balances;
Consolidates all required documentation for presentation to Finance for timely supplier payment for materials and services delivered.
Process, Procedure and Policy
Conduct all procurement related tasks as per the approved procurement policies, processes and guidelines.
Lead to formation of Procurement committee in Field Offices and each PNGO as per Procurement Guideline and PC ToR.
Prepare comparison sheets and share relevant information to PC for their review and prepare necessary documentation.
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.
Review sourcing of PNGOs as per level of authority and recommend alignment with policies and adoption of best practices.
Control and Compliance
Conduct supplier pre-qualification for all new-suppliers and maintain records.
Maintain proper filing and record keeping as per the guidelines set by the management and/or as per audit standards.
Ensure the Block Party Screening (BPS) before process of procurement as per WV Procurement Policies.
Ensure WVIN compliance with the 7R
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.
Implementation of agreed audit recommendations in the procurement process as per the guidance given by the HoD.
Prepare half yearly/Yearly supplier’s performance evaluation and update the supplier database/consultant roster accordingly.
Reporting and Analysis
Data collection, primary report review and consolidation of Procurement Tracking Report of PNGOs and field and submission of the report on a monthly basis.
Create, summarize and compile weekly, monthly, quarterly report and analyze the data with key findings.
Analyze savings, PR vs. PO discrepancies, and fluctuations/variations in procurement KPIs.
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.
EDUCATION, ABILITIES AND EXPERIENCE REQUIRED:
Bachelor’s degree in Business Administration, Procurement or similar degree, or equivalent professional qualification
At least 2 years’ experience in Procurement or Supply Chain
Demonstrated Supply Chain Management experience
Strong knowledge of Procure-to-Pay processes.
Effective communication and negotiation skills
Knowledge of Microsoft Office, particularly Excel, Word, and Power Point
Demonstrated collaboration & team building skills
Strong analytical skills
Understanding and experience about Nepal Government’s strategies, policies, guidelines, plans about Procurement Management is preferred
Ability to identify the Procurement Management issues at various levels at National Level is preferred
Ready to take initiatives and willing to work under pressure and exhibit a high level of flexibility
Hold a high level of integrity and honesty, self-motivated, confident, and able to work independently
Committed to World Vision Ethos, Mission, Vision and Core values
Full adherence to World Vision Child Protection & Adult Safeguuarding, Code of Conduct and Conflict of Interest policies.
World Vision International Nepal is committed to diversity and inclusion within its workforce, and encourage candidates of diverse background, women and differently abled, to apply. Only short-listed candidates will be called for the subsequent selection procedure. WVIN reserves all rights to qualify/disqualify applications in any case.