Job Opportunity at World Vision, Supply Chain Advisor - 1

Job Opportunity at World Vision, Supply Chain Advisor - 1

With over 70 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 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

MAJOR RESPONSIBILITIES

Activity

Business Requirements: 5%

1. Participate in developing Functional Strategy through

understanding and capturing stakeholders’ needs.

2. Translate the strategy into Annual Business Plans with the guidance of Manager.

End Results

Stakeholders’ needs are represented in functional strategies and ABPs.

Activity

Planning: 5%

1. Establish and communicate priorities based on customer needs.  Contribute to cross-functional planning activities.

2. Engage with Partners / Sub-Grantees in procurement planning process.

3. Advise on, and participate in development of consolidated procurement plan and sourcing strategy

4. Develop sources of competitive advantage to ensure that the supply chain management function supports the achievement of the organization’s source of competitive advantage.

5. Advise on the Country planning process guidelines to communicate with the Operations Teams

End Results

Filed and Partner requirements in Procurement planning are well captured in APP guidelines and the APP process is well supported.

Activity

Strategic Sourcing: 25%

1. Execute the Market Assessment and Supplier Pre- Qualification process as per the set guidelines and supervise Assessments at Zonal / Filed level.

2. Manage the RFQ/RFP Process including baselines & price survey methodologies as per the approved framework and supervise the process at Zonal / Field Offices.

3. Lead negotiations for the assigned Categories and guide negotiation strategies for the categories assigned to Coordinators.

4. Supervise the Sourcing events at Zonal / Filed Offices.

5. Review / preparation Procurement Committee submission

documents to ensure their comprehensiveness to allow an informed decision-making process.

6. Analyze and ensure that Partners’ / Sub-Grantees’ market assessment process, supplier pre-qualification process, RFQ/P and evaluation process, meets WV / Donor requirements, and capture any gaps identified in the capacity development plans / exemption approvals.

7. Facilitate Purchasing Committee meetings and ensure that proper documentation is maintained.

End Results

Strategic Sourcing steps are properly followed for all assigned categories, at all levels of operations including partners.

Activity

Supplier Contract and Relationship Management: 15%

1. Draft supplier contracts for those categories where the vetted global standard contract format is not applicable, and reviews supplier recommended changes.

2. Ensure that contractual conditions and performance indicators are understood by the suppliers.

3. Monitor and complete contract close-out, extension or renewal, as appropriate for the assigned commodities.

4. Identify & resolve or escalate contract-related issues both internally and externally, and propose improvements to the contracting process.

5. Develop supplier Key Performance Indicators based on guidelines / category and monitoring process.

End Results

Contracts and supplier relationships are managed, resolving any contract related disputes.

Activity

Procurement Execution: 15%

1. 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.

2. Follow Procurement Polices and guidelines in Supplier Award decisions under the applicable threshold.

3. Manage PO Change requests coordinating with Requesters, Budget Owners and Suppliers

End Results

Day to Day procurement operations are managed smoothly, in compliance to policies and procedures at the assigned territory.

Activity

Data Management, Analysis and Reporting: 5%

1. Monitor performance of key indicators, conduct root cause analysis of low performing areas and develop plans to improve those indicators

2. Conduct cost price analysis to formulate negotiation plans.

3. Analyze industry trends and market competitions to develop business improvement initiatives.

End Results

Supplier performance, cost and market related information is well used for business improvements.

Activity

Process, Procedure and Policy: 5%

Socialize and implement the approved policies (including exemptions     approved), processes and guidelines.

2. Conduct regularly reviews of procurement policies,

processes and guidelines to measure their effectiveness and applicability, including customer satisfaction and report to NO Management.

3. Advise National Offices on how to manage and maintain Logistics Tool & Dashboard for metric visibility in supply chain channels and timely communication with clients

4. 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.

End Results

Adherence to Process, Procedure and Policy in fulfilling procurement needs.

Activity

Systems Development and Implementation: 5%

1. Prepare reports for management.

2. Prepare general and detailed guidelines for the required systems

End Results

Availability of system generated management reports and guidelines.

Activity

Control and Compliance: 10%

1. Develop risk identification & assessment tools, registers and other tools and assess SCM related risks.

2. Develop proper filing and record keeping process for supply chain activities and ensure procurement audit trail is always available.

3. Monitor adherence to control measures and compliance with

WV supply chain policies and guidelines.

4. Escalate any form of breach of controls, frauds, non- compliance, misappropriation of WV funds and assets related to SCM identified during the monitoring process.

5. Implementation of agreed audit recommendations in the procurement process as per the guidance given by the HoD.

6. 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.

7. Periodically monitor the progress on implementation of recommendations and update the management of all parties.

End Results

Procurement related Risks are identified, recorded and mitigation measures are taken.

Activity

Leadership and Coaching: 5%

Manage the performance of direct reports through performance reviews, frequent conversations and other method 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.

End Results

Direct reports are clear on deliverables, well monitored and taken corrective measure.

Activity

Supply Chain Advisor-1 Job Vacancy at World Vision

Training and Capacity Building: 5%

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

Direct reports and partners are clear on WV Policies, processes and other

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

At least 3 years’ experience in Procurement or Supply Chain

Required Education, training, license, registration, and certification

University degree in Business Administration, Procurement or similar degree, or equivalent professional qualification (intermediate CIPS)

Preferred Knowledge and Qualifications

  • Excellent computer skills.
  • Demonstrated ability in supervision
  • Experience in working with donor funds
  • Working knowledge of procurement services and practices is an added advantage.
  • Good planning and organizational skills
  • Ability to maintain effective working relationships with all levels of staff and suppliers

Travel and/or Work Environment Requirement

Frequently

Physical Requirements

Language Requirements

Swahili

English

KEY WORKING RELATIONSHIPS

Contact (within WV or outside WV)

Technical Teams, Departmental Leads and

Requesters…

Reason for contact

Providing guidance on processes, policies and systems

Frequency of contact

(Monthly)

Monthly

Contact (within WV or outside WV)

Suppliers

Reason for contact

-Strategic Partnerships

Frequency of contact

Quarterly

Contact (within WV or outside WV)

Supply Chain officer

Reason for contact

Daily supervision of work

Frequency of contact

Daily

Contact (within WV or outside WV)

Supply Chain Manager

Reason for contact

Report on the open PR status for allocated territory (Weekly)

Open purchase order report (Monthly)

Contract status report (Monthly)

Supplier performance Management reports ( Annually)

DECISION MAKING

Strategic sourcing

Supplier market assessment

CORE COMPETENCIES

☒ Deliver Results

☒ Build Relationships

☒ Be Accountable

☒ Learn and Develop

☒ Improve and Innovate

☒ Embrace Change

Applicant Types Accepted:

Local Applicants Only

CLICK HERE TO APPLY

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