Emergency Supply Chain Coordinator Full Time

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.

Planning

• Advise and seek approval of internal customers of modifications from original requests.
• Facilitates across all parties the timely resolution of issues that could impact meeting the needs of the requestor and communities.
• Identify alternative supply sources for materials / services not under contract
• Work with Logistics to ensure safe delivery and receipt of ordered materials
• Resolve conflicts with deliveries and suppliers

Strategic Sourcing

• Execute the Market Assessment and Supplier Pre-Qualification process as per the set guidelines based on the set guidelines for the assigned categories.
• Manage the RFQ/RFP Process including baselines & price survey methodologies as per the approved framework for the assigned categories.
• Lead negotiations for the assigned Categories.
• Supervise the Sourcing events Filed Offices and Assistance work relating to sourcing.
• Preparation of Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process
• Facilitate Purchasing Committee meetings and ensure that proper documentation is maintained.

Supplier Contract and Relationship Management

• Accurately complete the master data management form (or contract/supplier register)
• Monitor and complete contract close-out, renewal or retender, as appropriate for the assigned commodities.
• Ensure that contractual conditions and performance indicators are understood by the suppliers.
• Identify & resolve or escalate contract-related issues both internally and externally.
• Analyze supplier performance based on customer feedback information & other sources and coordinate with supplier for improvement.

Procurement Execution

• Receive incoming Purchase Requisitions (Pending Buyer Action), verify specifications are clear, conduct sourcing event if required items are not already on contract, update the PR with actual supplier record and release PR for approval.
• Follow Procurement Polices and guidelines in Supplier Award decisions under the applicable threshold.
• Manage PO Change requests coordinating with Requesters, Budget Owners and Suppliers
• Consolidates all required documentation for presentation to Finance for timely supplier payment for materials and services delivered.

Data Management, Analysis and Reporting

• Collect and analyze organization-wide data to support decision-making
• Provide support in the design of the business metrics to monitor SCM performance and alerting management when the performance trigger is violated
• Conduct spend analysis to support strategic sourcing activities, and Supplier Relationship Management
• Prepare summary report of supplier bid responses for Procurement Committee award decision meetings
• track and analyze procurement performance and savings against established target levels

Process, Procedure and Policy

• Conduct all procurement related tasks as per the approved procurement policies, processes and guidelines.
• Advice management regarding any challenge / risks / impractical guidelines.
• Collect customer feedback relating to the policies, processes and guidelines, and report to NO Management for improvements or change,
• Review with Partners / Sub-Grantees, their SCM Policies, procedures and etc. to identify any gaps, document them under assessment reports, and capture under capacity building plans.

Systems Development and Implementation

• Collect and collate useful data which can be used to improve the general systems established and communicate this information to immediate Supervisor

Control and Compliance

• Conduct supplier pre-qualification for all new-suppliers and maintain records.
• Participate in development of risk identification & assessment tools, registers and other tools and assessing SCM and contractual risks for procurements of goods, works or services.
• Maintain proper filing and record keeping as per the guidelines set by the management.
• Coordinate with Requesters to close out open POs in a timely manner.
• Implementation of agreed audit recommendations in the procurement process as per the guidance given by the HoD.
• Participate in process to Review Partners / Sub-Grantees, internal control system in the procurement process to identify any gaps, document them under assessment reports, and capture under capacity building plans.
• Periodically monitor the progress on implementation of recommendations and update the management of all parties.

Leadership and Coaching

• Provide line management to the functional leads of Supply Chain Management, Information Technology, and Administrative Services.
• Mentor, coach and develop the capacity of functional coordinators under the program support unit into competent, accountable and high performance teams.
• Promote WV Christian identity and values and lead by example.
• Lead or participate in spiritual sessions and reflections
• Be committed to actively work and live in accordance with WV’s Mission, Values and Christian beliefs.

Management

• Review and evaluate the effectiveness of Support functions on annual basis
• Monitor support services to ensure optimum client service and satisfaction, including liaising with all functions outside support unit, for required support.
• Coordinate with functional leads implementation of necessary changes.
• Take appropriate action to address internal and external audit results and recommendations as they relate to the Support Functions.
• In cooperation with all other functional leads make sure necessary policies and procedures are in place and monitoring system is in place.
• Monitor and supervise all aspects of program support to ensure compliance with strategy, organization rules, regulations, policies, and standards of accountability, ethics and integrity and achievement of results.
• Constantly monitor and analyses the operating environment to identify potential risks and take action/refer critical issues for intervention to ensure delivery of results.
• Closely liaise with the Operation Managers in order to troubleshoot any issues that might cause interruption in the support services management

Required education background

• A minimum of 3 years’ experience in Procurement and Logistics,
• with regards to the designing, planning, implementation, supervising and reporting on integrated development,
• emergency and advocacy projects and at least 2 years’ experience in managing complex grants and programs/projects with significant experience in overseeing large multi-year program.
• BA/Bsc Degree in supply Chain Management, Business Administration Management and related fields. Master’s degree is an advantage