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Procurement and Administration Manager

International Role - No - Only National applicants will be considered.
1-2 Years

Purpose of the position:

Reporting to the Finance and Support Services Director the position will have overall responsibility for Supply Chain Management, Fleet Management, and Administration Services at WV Tanzania. The position will work closely with Procurement, Support Services and Finance teams at Head Office and Cluster Levels to ensure that sourcing and procurement of Goods, Works and Services is done in the most cost effective manner. She or He will also be responsible for People Management, Performance monitoring, and efficient Management of support service Operations in line with the organization strategy.

Major Responsibilities:

Strategic Procurement Management

  • Conduct source audit exercises through supplier selection, evaluation, and assessment.

  • Oversee the preparation of Consolidated NO Annual Procurement Plan

  • Development of Supply Chain Management Strategy for overall quality improvement

  • Oversee Management of procurement and other logistics to ensure Goods, Works and services are procured timely to facilitate project implementation and at the same time receiving value for money.

  • Provide secretariat support and professional advice to the tender committee by providing all the relevant information.

  • Responsible for ensuring vendors follow all the tendering regulations, procedures and instructions

  • Ensure orders are accurately drawn with the correct specification, quantity, qualities and delivery requirements

  • Review all request and purchase orders for completeness and conformance to user requirements.

  • Promote Standardization and integration of Procurement activities across WV Tanzania.

Strategic Sourcing

  • Lead development of Category strategies and approaches.

  • Manage Consistent and effective sourcing strategic sourcing process.

  • Lead Negotiations for large \Strategic Contracts.

  • Communicate sourcing approaches to all relevant stakeholders.

  • Oversee annual pre-qualification of suppliers and ensure that the supplier’s database is regularly updated.

Contracts Negotiation and Management

  • Direct content for key supplier contracts including terms and conditions to mitigate risk for WV Tanzania.

  • Preparation of standard bidding documents, with terms and conditions of the tender.

  • Monitoring performance and delivery of the terms of reference of the contractors and recommendation for contract termination incases of non-compliance to the TOR.

  • Frame contractual agreements for supply of consumables at the same prices for a period of one year.

  • Ensure that negotiations are carried out on contracts and Orders to realize possible savings for the organization.

Performance Measurement and Management :

  • Lead Coordination and performance metrics with SMT and developing a framework to capture them eg Monthly Provision analysis Report, internal procurement and supplier performance and benefits tracking.

  • Manage Relationships with Key Suppliers.

  • Preparation of monthly and annual reports on procurement KPI’s

Fleet Management :

  • Ensure effective Fleet Management reporting at all levels i.e HO, Cluster and ADP’s on a monthly basis and set reporting standards to be followed to promote efficiency.

  • Oversee the servicing of WV Tanzania Vehicles at the outsourced garages all over the country to ensure quality, monitor costs and minimize delays in service lead time.

  • Ensure review and monitoring of monthly vehicle reports from the field.

  • Co-ordinate vehicle disposal and advice management per policy

  • Ensure adequate controls exist to avoid misuse of organization vehicles and adherence to vehicle policy.

  • Initiate, Develop and implement fleet Management standards and systems to ensure efficient use of vehicles and transportation services in support of program objectives.

Oversee Administration Function at HO and Clusters to ensure efficient use of WV Tanzania Assets.

  • Office Administration and Facilities Mgt.

  • Management of Outsourced Services to ensure quality and value for money like Staff Transport and Catering Services.

  • Oversee the provision of general administrative services at WV Tanzania.

  • Working closely with Finance coordinate WVT Global Insurance survey

  • Coordinate administrative functions, harmonizing with other departments as much as possible.

  • Ensure safe and secure working environment for WV Tanzania staff at HO and Cluster levels in compliance with OSHA Requirements.


Leadership, Relational Management and Strategic Networks :

  • Provide overall leadership to the supply chain management and Administration Team

  • Monitoring and managing Supplier Relationships and Performance (SRM)

  • Providing staff with timely guidance on following the procurement processes, procedures and policies.

  • Coordination of all imports, Clearing and GIK.

  • Manage, motivate, develop and oversee the performance of staff.

  • Represent World Vision positively and professionally in both internal and external relations and situations

  • Participate in management activities including meetings, training activities and others.

  • Perform other work, related duties and responsibilities as may be assigned by the supervisor.

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: Qualification required:

  • Business Degree ( Degree in Procurement and Supply Chain Mgt preferred)

  • Experience: 6-9 yrs/3 yrs in Manager level

  • MBA, MSC ( Supply Chain Mgt ) will be added advantage

  • Professional : Certified Procurement and Supply Chain Profession( CPSCP), CIPS

Working Environment / Conditions:

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

  • Travel: 25% Domestic/international travel is required.

  • On call: 20%