Purpose of the position:
To manage procurement processes for the National Office, Technical Programs, APs and Grant projects in line with World Vision procurement policy, procedures and Donor Guidelines to realize child well-being outcomes. Communicate World Vision's Christian ethos and demonstrate a quality of spiritual life that is an example to others.
Analyze purchase requisitions and verify existing contracts and frame agreements
Timely update purchase requisitions with the required buyer action and documentation in line with WV Procurement policies.
Utilize the consolidated procurement plan to inform strategic sourcing.
Consolidating bids and support documentation for presentation to the Procurement Committee
Preparation and dispatch of orders:
Assist internal users to dispatch approved Purchase Orders/contracts/framework agreements to suppliers for acceptance
Update Weekly Order reports and communicate delivery progress to users
Use processes that ensure that contractual terms and conditions are met during order request and processing for the purchase of materials and services
Update POTT tool with all the required information at every stage of the transaction per PR for procurement of goods and services and submit to SCM Manager
Vendor Performance Management:
Monitor supplier performance in consultation with users.
Under the guidance of the Supply Chain Manager, conduct periodic vendor visits/meetings to identify gaps and work on addressing them
Follow-up with suppliers to ensure timely delivery of goods and services as per Purchase order, contracts and agreements
Manage samples provided by the suppliers and liaise with the receiving entities that goods are delivered as per samples provided and approved
Liaise with receiving warehouses/offices about the receipt of goods and maintain proper tracking of all deliveries against purchase orders issued.
Consolidate weekly Order reports and update users about goods delivered in the National Office to ensure timely receiving of goods & services in the system.
Request monthly supplier statements with outstanding invoices and timely dispatch them to the Finance Department.
Provide all relevant documents for payment processes.
Prepare and submit weekly/monthly procurement status reports in order to update the customers and other stakeholders accordingly.
Ensure that all procurement processes are properly documented and Procurement Files are kept as per World Vision Field Financial Manual and WV Procurement Policy requirements
Participate in all meetings of the Supply Chain Management Department
PROFILE: Core Capabilities:
(1, 2, 3)
Examples of advanced proficiencies
Achieving quality results and service
Practicing accountability and integrity
Communicating information effectively
Thinking clearly, deeply and broadly
Understanding the Humanitarian industry
Understanding WV’s mission & operations
Practicing innovation & change
Demonstrating Christ-centred life and work
Learning for growth and development
Maintaining work/life balance
Building collaborative relationships
Practicing gender & cultural diversity
Influencing individuals & groups
Must be a committed Christian, able to stand above denominational diversities.
Attend and participate/lead in daily devotions and weekly Chapel services.
Perform other related 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:
Diploma in Procurement, Supply and Logistics or related field
Preferred Educational Requirement: Bachelor’s Degree in Supply Chain Management/Procurement and or Logistics
Chartered Institute of Purchasing & Supply (CIPS) Certification
Technical Training qualifications required:
Working knowledge of procurement services and practices
Good planning and organizational skills
Ability to maintain working relationships with staff and suppliers
Experience: 2-3 years’ experience in Procurement/logistics and Supply Chain management.
Experience in any automated procurement system would be an added advantage
Working Environment / Conditions:
Work environment: Office-based with travel to the field
Travel: 10% Domestic travel is required.
On call: 5%