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Supply Chain Officer - Somaliland

Job Description

VACANCY ADVERTISEMENT

Supply Chain Officer

For Somaliland Nationals Only

Purpose of the position:

The position holder will facilitate a timely and transparent procurement processes.

With guidance from the Supply Chain Manager and FSS Manager, the incumbent will consolidate procurement planning, track procurement processes and provide regular updates to management for decision-making purposes.

With support from Supply Chain Manager, the position holder will monitor market conditions to ensure the program obtains the best quality goods and services at the best prices. The incumbent will provide technical guidance to World Vision staff members, implementing partners and supplier and vendors to ensure accountable and efficient procurement processes.

Major Responsibilities:

Ensure timely and transparent procurement processing at field-level:

  • Receive and process Purchase Requests assigned by the Supply Chain Manager from the field sites checking that the order has been correctly filled, that quantity/specification is possible, that proper coding has been provided and that order has been properly authorized

  • Support the Supply chain Manager to ensure all approved purchase requisitions are processed in timely manner and recommend the most appropriate method of procurement

  • Confer with vendors and suppliers (local, regional and international sources) to obtain product or service information such as price, availability and delivery schedule. Also obtain estimate value of goods and services through multiple quotations from reliable and competitive suppliers

  • Develop detailed tender specifications and performance standards with the Program and Operations teams to facilitate procurement of equipment, goods and services in strict compliance with the approved policy as well as the relevant donor requirements

  • Organize procurement selection meetings to consider tender applications against approved technical specifications and with due regard to market price, cost, quality and speed of delivery as well as economy of operations.

  • Prepare purchase orders, obtaining authorized signatures and forwarding procurement documents to the Finance Department for payment processing

  • Follow up with suppliers and vendors to track and evaluate the delivery of approved supplies;

Coordination:

  • Ensure efficient coordination with grantees, partners, local authorities, UN/INGOs as relevant

  • Identify & Implement the required procurement process for WV projects

  • Develop and update the Procurement database at the Zonal and Field level.

  • Ensure the performance of Vetting on all suppliers, partners and consultants.

  • Provide procurement operational support guidance to WV staff at the field level

  • Develop and evaluate RFPs for strategic contracts

  • Conduct positive and effective negotiations with suppliers.

  • Initiate and manage standardized contracts with suppliers

  • Work, Monitor and maintain contract utilization and information with contract owner.

  • Assessment of local market to ensure full understanding of cost structure and any changes in market conditions in terms of availability and price

  • Ensure suppliers’ compliance to contracts’’ terms and conditions; delivery of quality products and potential future cost saving opportunities.

  • Plan with Grants Acquisition Management team and ensure the identification of suppliers, pricing and lead-times to meet material requirement of potential grants.

  • Provide the Field Team with the support needed.

Filing, Records & Information Management

  • Ensure all procurement files are held in soft copy in the logistics folder on the shared drive, and the completed file is correctly named.

  • In liaison with the Logistics Department, coordinate the reception of goods from suppliers and follow up with suppliers / transporters on items missing or damaged in transit.

  • Ensure that the Purchase Order is completed with donor details, delivery dates and times and is submitted to the warehouse before delivery of the goods.

  • Assist to ensure payment of suppliers is made promptly and that the finance department receives all the necessary documentation.

  • Ensure procurement is undertaken in a timely manner to minimize disruption to programmes.

  • Ensure that the inputs from the individual tracker is shared with the Procurement Manager and Database officer for update of the order tracking sheet.

  • Provide advance warnings of delays / shortages or other problems to project managers.

  • Develop a clear knowledge and understanding of WVI procurement procedures and ensure that all purchases are fully compliant with donor rules and standard procurement regulations.

  • Ensuring that all suppliers are dealt with fairly and equally. You must never use your position for personal gain and should refuse any gifts that are offered by suppliers.

  • Ensuring items are never purchased from family members. If a conflict of interest arises one must request the involvement of an unbiased WVI colleague in relation to the specific order / issue. (Disclosure of Conflict of Interest)

Ensure the smooth functioning of the field-level Tender Committee:

  • Coordinates preparation of Tender Committee Meetings;

  • Drafts timely and complete Tender Committee meeting notes;

  • Advises Tender Committee on the specifications of the tender adverts and the credibility of suppliers and service providers;

Ensure staff members and partners have good working knowledge of WV policy and procedures:

  • Provide on-the-job technical backstopping to field teams regarding WV Supply Chain policy and procedures;

  • Spearhead supplier/vender management, promoting awareness of WV Somalia policy and procedures and providing guidance to external stakeholders to enhance accountability and ensure good working relationships;

  • Provide guidance to external supplier and vendor regarding WV Procurement Standards, Policy and procedures

Other Competencies/Attributes:

  • Demonstrates well-developed interpersonal skills, excellent communication skills, both verbal and written, as well as negotiation skills

  • Must adhere to set security standards

  • Ensure a gender perspective in the scope of work

  • Perform other duties as required.

Qualifications: Education/Knowledge/Technical Skills and Experience

  • Educational level required: Bachelor’s degree in Supply Chain Management and Logistics or related business field.

  • Membership to a credible professional association such as CIPS, CILT or ICS

  • Experience of 3 to 5 years in a similar role

Working Environment / Conditions:

  • Work environment: Office-based with occasional travel to the field

  • Travel: 10% Domestic/international travel is required.

  • On call: Immediately

All applications should be received by 02nd August 2017. Only shortlisted candidates will be contacted.