Supply Chain Management Coordinator

With 75 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

Local - Fixed Term Employee (Fixed Term)

Job Description:

Position Purpose:

This Purpose of Position will be used in the WVI or local Careers site, and if applicable, advertisements. Please describe the role in 2-3 concise sentences. Focus on the core of what this role is supposed to achieve. Describe the purpose of this position and how this position contributes to achieving department objectives and the management and performance of others.

Provide strategic leadership and oversight of the Supply Chain function to ensure the timely, compliant, and cost-effective procurement and delivery of goods and services that support World Vision’s programs and operations. Lead and develop the Supply Chain team while driving process improvement, standardization, and value-for-money initiatives to enhance operational efficiency and stewardship of resources. Through effective supply chain management, the role contributes to the achievement of organizational objectives and World Vision’s Child Well-Being Outcomes.

Key Responsibilities:

Business Requirements:

Understand the department's business requirements and apply in the day-to-day work.

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 alert 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 changes.
• •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 procurement 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

• •Manage the performance of direct reports through performance reviews, frequent conversations and other methods as appropriate. Be courageous in providing coaching or feedback for continuous performance improvement
• •Ensure that all Supply Chain staff members understand Procurement Policies, Processes, and Systems
• •Plan and coordinate departmental meetings to review status of tasks and update Senior Management Team on the progress of the departments’ functions.

Training and Capacity Building

• •Coordinate, participate in, and/or train staff from Supply Chain Staff and other WVI Departments on WVI Procurement Policies, Processes, and Systems
• •Conduct Partners' / Sub-Grantees' capacity assessment and capacity building plans as per set framework / guidelines.
• •Train the Partners / Sub-Grantees based on the approved capacity building plan, monitor progress. Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management

End Results:

• •Adherence to business requirements in fulfilling procurement needs
• •Customer purchasing requirements are fulfilled through pro-active planning of sourcing steps.
• •Strategic Sourcing steps are properly followed for all assigned categories
• •Contracts and supplier relationships are managed for all assigned categories
• •Day to day procurement operations is managed smoothly, in compliance to policies and procedures
• •Availability of information for supervisors to take decisions
• •Adherence to Process, Procedure and Policy in fulfilling procurement needs
• •Procurement operational requirements are met in system developments, modifications and implementation
• •Procurement related Risks are identified, recorded and mitigation measures are taken
• •Direct reports are clear on deliverables, well monitored and taken corrective measure
• •Direct reports and partners are clear on WV Policies, processes and other procurement related guidelines

Knowledge, Skill &