Procurement Coordinator - World Vision

As a global Christian relief, development and advocacy organisation, our focus is on helping the most vulnerable children overcome poverty and experience the fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Our vision for every child, life in all its fullness. Our prayer for every heart, the will to make it so.

Job Description

Key Responsibilities

Planning

• Advise and seek approval of vendors and update the project vendor list periodically.
• 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 other WVG procurement team to ensure safe delivery and receipt of ordered materials
• Resolve conflicts with deliveries and suppliers

Strategic Sourcing

• Execute the Market Assessment and Supplier Prequalification process as per the set guidelines based on the set guidelines for the assigned donor categories.
• Manage the RFQ/RFP Process including baselines & price survey methodologies as per the approved framework for the assigned categories.
• Lead negotiations with vendors and suppliers.
• Supervise the Sourcing events at Field 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 in alignment with donor requirements .

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 donor 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 performance and alert project manager 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 donor procurement policies, processes and guidelines.
• Advice project team regarding any challenge / risks in line with donor requirements
• Review with Partners their Supply Chain Management (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 contractual risks for procurements of goods, works or services.
• Maintain proper filing and record keeping as per donor requirements and 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 project manager / donor requirements
• Participate in process to Review Partners, 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.

Training and Capacity Building

• Coordinate, participate in, and/or train BORDER project staff and partners on donor procurement requirements and WVI Procurement Policies, Processes, and Systems
• Conduct Partners' capacity assessment and capacity building plans as per set framework / guidelines.
• Train the Partners based on the approved capacity building plan, monitor progress. Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management.

Required Skills or Experience

Skills, Knowledge and Experience

• List academic, technical skills or other knowledge preferred for this position.
• Demonstrated strengths in relationship management
• Degree in Procurement and Supply Change Management or related field
• 4years working experience within the industry.
• Familiarity with procurement processes and inventory control system
• Ability to negotiate contract and manage supplier relationsh
• Ability to function effectively as part of a team
• Able to work with a wide range of stakeholders including community-based organizations, local NGOs, local government and officials, donors, and colleagues Ability to lead, manage, and motivate colleagues within the local office Self-motivated and ability to work without close supervision
• Exercises good judgment and sound decision making Quick learner, agile, flexible, adaptable to different organizational cultures and operating environments Excellent interpersonal skills, proven networking, team-building, organizational and communication skills
• Experience in external engagement including donors, government Experience in project and budget management
• Strong partnering, conflict management, and consensus building skills Excellent communication skills (oral and written), presentation and reporting skills

NB: Effective in written and verbal communication in English, French will be desirable

Applicant Types Accepted

• Local Applicants Only