To effectively manage the Supply Chain function in line with World Vision’s procedures in order to support timely implementation of World Vision Programs/Projects that will have the greatest impact on process improvement, simplification, standardization and cost containment thus ensuring the achievement of the Child Well Being Outcomes.
Business Requirements (10% Time)
Major Activities
1. Understand the department's business requirements and apply in the day to day work.
End Results Expected
Adherence to business requirements in fulfilling procurement needs.
Planning (10% Time)
Major Activities
Facilitate annual procurement planning sessions with key stakeholders
Consolidate and report on the Procurement Plans
Review and update Item Catalog prior to the planning process activity.
Advise and familiarize Operations with the use of the Item
Catalog
End Results Expected
Availability of complete Item Catalogs for planning process and a complete Annual Procurement Plan.
Strategic Sourcing (15% Time)
Major Activities
1. Advise on Market Assessment and Supplier Pre-Qualification process as per the direction from Coordinators and Advisors. sending bid invitations, follow-up of bids, assist coordinating pre-bid meetings as per the direction from Coordinators and Specialist.
Maintain all supporting documents relating to the Sourcing
Events based on the document management Supervise the Sourcing events Filed Offices and Assistance work relating to sourcing.
Preparation of Procurement Committee submission documents based on the direction given by the Coordinators / specialists.
End Results Expected
Supplier Contract and Relationship Management (10% Time)
Major Activities
Accurately complete the master data management form
(contract/supplier/ item register)
Manage record keeping for all contract-related correspondence and documentation (Master Data Management).
Communicate contract-related information to all stakeholders to ensure optimum usage of contracts.
End Results Expected
Availability of accurate and complete Master Data records (either in system or paper).
Procurement Execution (20% Time)
Major Activities
1. Advise on the RFP/RFQ process for spot buys as required
2. Liaise with Shared Services & Finance to resolve supplier inquiries
3. Release POs to suppliers for spot buys and assigned categories.
End Results Expected
Day to Day procurement operations are managed smoothly.
Data Management, Analysis, and Reporting (10% Time)
Major Activities
1. Collect and organize data from projects and business units.
2. Analyze and check data for accuracy and produce the required reporting output in accordance to the Policies /
Procedures & Guidelines as set by WV
Prepare weekly/monthly procurement status reports in order to update the customers and other stakeholders.
Perform Daily reconciliation exercises of all records and transactions performed within the same day and ensure that data validation, integrity and accuracy of data is meticulously maintained.
Consolidate all findings and convert them into useful formats as provided by SCM Manager
End Results Expected
Availability of information for supervisors to take decisions.
Process, Procedure and Policy (10% Time)
Major Activities
Work with senior SCM teams to manage Internal customer satisfaction
Collect data to support performance scorecard reporting (i.e. KPIs)
End Results Expected
Control and Compliance (10% Time)
Major Activities
1. Maintain proper filing and record keeping as per the guidelines set by the management.
End Results Expected
Procurement Records well maintained for future reference.
On-time payment of suppliers (10% Time)
Major Activities
Ensure that payment documents submitted by suppliers are processed on time and suppliers payments are processed as per the agreed payment terms
End Results Expected
Follow up with fields offices and accounts payable teams to ensure timely payment of suppliers.
Minimum education, training, and experience requirements to qualify for the position:
1. Bachelor degree in Procurement and logistics, Supply chain, or relevant studies
2. One year of experience in the Procurement and Logistics or Accounting field
List additional work experience required as a minimum qualification for this position.
Basic computer skills (Ms. Word/ Excel/Spreadsheet/ Internet, Powerpoint)
License, registration, or certification required to perform this position:
1. Certified by the Procurement and Suppliers professional board (CPSP)