World Vision International

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Procurement Administrator

Job Description

World Vision International – Timor Leste

Country Program Office – Dili

JOB VACANCY ANNOUNCEMENT

World Vision Timor Leste, a non-profit Christian Humanitarian Organization, committed to working with the poor and vulnerable, is seeking qualified national staff to fill the following vacant position in Dili as:

Procurement Administrator (1 Position)

WORK CONTEXT / BACKGROUND:

World Vision is a Christian humanitarian organisation dedicated to working with children, families and communities to overcome poverty and injustice through sustainable development, emergency relief and raising public awareness. The heart of World Vision's work is in helping communities build stronger and healthier relationships. World Vision helps communities help themselves. World Vision focuses on children because they are the best indicator of a community's social health. When children are fed, sheltered, schooled, protected, valued, and loved, a community thrives.

World Vision Timor Leste (WVTL) began its first project in 1995 and opened its Dili office in 1999 as a prominent agency in the emergency relief effort to rebuild Timor Leste.

In its Country Strategy for FY16-19, WV PTL-Timor Leste is committed to pursue the following ministry strategic objectives:

  • Ensure children enjoy good health, safe water & improved sanitation

  • Ensure children are educated for life

  • Reduce gender- based violence

  • Enhance community resilience & livelihood (economic development)

Purpose of the Position

Develop and execute contractual agreements of moderate complexity and shorter duration with outsource suppliers and individuals and enable World Vision to realize the best value for products and services.

Establish and maintain relationships with a set of preferred suppliers that provide the best value and service.

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

Major Responsibilities

  • Assist in developing and maintaining Procurement and Contract Management policies and procedures. Adhere to policies and procedures; inform World Vision Staff of their responsibilities and ensure compliance.

  • Work with Operations Staff to understand their short- and long-term supply needs and to develop a procurement strategy to ensure their needs are met.

  • Establish and maintain relationships with a set of preferred outsource suppliers that provide the greatest value and service to WVTL.

  • Negotiate and may require executing contracts, typically with individual contractors, and occasionally with outsourcing suppliers, for lower annual dollar value.

  • Ensure maximum savings opportunities for WVTL

  • Work with Finance Department to ensure compliance with local laws; ensure that executed contracts protect World Vision’s interests and limit risk

  • Adhere to schedule and other parameters specified by Operations Staff

  • Resolve any disputes and monitor performance of outsource suppliers to ensure they are complying with contract performance standards, including cost and time frame.

  • Maintain contract database and PO tracking system for all contracts executed by the department. May prepare periodic reports summarizing department results: cost avoidance, revenue opportunities, process improvements.

  • PR, PO tracking and Year To Date PO tracking to Project Coordinator /Area Manager in every second week and fourth week of the month.

  • Control budget spending within Administration area, review monthly financial report and avoid overspending.

  • Ensure that the purchasing procedure is followed; quotation obtained by 2-3 staff, PO and supplies agreement is applied.

  • Ensure that all staff are aware of the policy about Commission, Gift & Bribes, 3-5 Purchasing Committee shall involve in quotations obtaining and purchase. At least a committee of 3-5 staff shall involve in making a purchase cost from >$3,000, or agreement with a Preferred Provider

  • Perform other related duties as required.

  • Attend and participate in the leadership of weekly Chapel services.

Knowledge, Skills, Abilities:

(The following knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.)

Education

Senior High School.

Essential

Knowledge & Skills

Class A driver's license.

Essential

Strong communication and interpersonal skills, including the ability to create networks and negotiate outcomes.

Essential

Demonstrates effective computer skills, including use of Microsoft Office, Lotus Notes, Internet, and various software applications and databases used in work efforts.

Essential

Excellence in both oral and written communications in Tetum and Indonesian.

Essential

The ability to speak and understand English.

Desirable

Experience

Basic routine work experience (standard work, simple processes) for 1 to 2 years.

Preferred

Work Environment

Standard office environment.

HOW TO APPLY

Go to http://careers.wvi.org/job-opportunities-in-timor-leste to get complete job description. You can also apply it online by Click ‘APPLY FOR THIS JOB’ on the top of the job posting and you will be taken to an application form. Here you can sign up to register an account and complete field required then attach your CV and cover letter. Or you can send your application and CV directly to [email protected] or you can submit the hard copy of your document to People&Culture Department, Av, Dos Direitos Humanos Estrada de Bidau, Bidau Mota Klaran, Dili Timor Leste

Women are strongly encouraged to apply.

CLOSING DATE FOR APPLICATIONS: 13 January 2017