Logistics & Admin Officer-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 33,000+ 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:

World Vision is a global relief, development, and advocacy organization that works with children, families, and communities to overcome poverty and injustice. Inspired by our Christian values, we work with the world’s most vulnerable people, regardless of religion, race, ethnicity, or gender. The position is for M&E management activities of the Global Funds grant with WV SI. The grant activities are carried out to support the implementation of the Malaria and TB control activities of the national strategic plans of the MHMS under the overall management of WV SI as the Principal recipient (PR). The grant is funded by the Global Fund to fight HIV/AIDS, TB and Malaria based in Geneva and has a life cycle of every three year and cover the 10 provinces. The position is based in the PMU unit in Central office Honiara.

Be responsible for overall sourcing department’s performance, promotion of standardization across the procurement and distribution and monitor procurement department’s progress. Targeted support to achieve the timely distribution of insecticide-treated nets (ITNs) across 10 provinces and ensure proper process and documentation are kept. Organize/plan and support for carry out field training or workshop sessions for MOH and community staff providing catering services at local/provincial/zonal levels. Sources net storage localities, procurement for renting or rehabilitation using the local service suppliers. Support any other community engagement activities with logistic supports.

MAJOR RESPONSIBILITIES:

- Procurement Services

• Receiving of PR Purchase Request.
• Stamp received.
• Input into the Procurement tracker.
• Address the PR according to most priority to the least.
• Invite quotations from enlisted/potential vendors.
• Do comparison sheet in filling in the bid analysis template.
• Fill in procurement note should there be a need to.
• Communicate with finance on supplier’s payment transfers.
• Collection of goods and supplies from preferred suppliers
• Verify items against purchase order and delivery (receipt or docket)
• Liaise with logistics to ensure that all purchased good are shipped or air freighted.
• Contact receiving area programs on their supplies as soon as it is shipped or air freighted.
• Build rapport with the suppliers.
• Ensure/coordinate the timely movement of WV goods and commodities from suppliers to recipients.
• In coordination with Area Program Manager and Area program finance and admin staff, ensure that warehouse is properly kept, and record are updated.
• Harmonization with Global Fund’s standard Sourcing & Management of Health Products (https://www.theglobalfund.org/en/sourcing-management/), including procurement tools (https://www.theglobalfund.org/en/sourcing-management/procurement-tools/)

- Quality Assurance and Compliance

• Support the Procurement Team to ensure that all procurements are in compliant with office practices administrative & finance policies and
• Coordinate with the vendors, suppliers, printers and contractors about the materials purchased to ensure quality of items purchased.
• Support the PC in providing prompt customer services to carry out and accomplish the goals of Administration unit.
• Attend to Global Supply Chain necessary meeting to go through transition of policies.
• Performance tracking and reporting (KPI) Key Performance Indicator.

- Document Management

• Document all purchasing committee records for audit trials.
• Document of relevant documentation for payment.
• Ensure supportive documents in
• Ensures GRN is received from receiving Area programs as well as Honiara and Country Office.
• Manage and update Item catalogue.
• Prepare comparative analysis and get technical concurrence from related departments.

- Asset Management

• Prepare and issue asset issuance form to all assets being issued to staff or department.
• Maintain the asset register and conduct annual asset count
• Ensure that vehicles are serviced on a regular basis and are cleaned by drivers.
• Maintenance logbook is in place for vehicles, generator, aircons, etc.

- External Liaison and Coordination

• Develop and maintain good working relationships with vendors and
• Support the PLC in working with different office clients to ensure customer satisfaction.
• Lead negotiations for strategic and large supplier contracts for the procurement.
• Negotiating favorable pricing, contractual terms & conditions and manage contracts.
• Orient suppliers to understand the nature of the organization process.
• Support the PLC to do contract creation.

- General Office Services

• Ensure the effective maintenance of the office building (e.g. utilities, regular checks on generators, fuel, and batteries)
• Maintenance of office furniture and fixtures like repairing small problems on desk, chairs, aircons, lights, etc.
• Ensure that office supplies are available (toiletries, stationary, etc.)

- Any other things as needed guided by Global Fund leads.

Applicant Types Accepted: