Procurement and Logistics Specialist

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:

PURPOSE OF POSITION

Global Fund Grant in Sierra Leone. World Vision International Sierra Leone has been selected as Principal Recipient Two (2) to manage the Global Fund grant in Sierra Leone to fight against HIV/AIDS, Tuberculosis and Malaria (GC7) amounting to USD 126 million. World Vision International Sierra Leone's management role consists of implementing grants and ensuring financial accountability. In its role as working with MOH, other partners, and NGOs on program management and Financial Accountability

In this Role as Principal Recipient Two (2), World Vision ensures quality Financial management, timely procurement, and delivery of supplies, efficient monitory and service delivery.

Under the overall guidance of the Global Fund Programme Chief of Party, the Procurement and Logistics Specialist is responsible for ensuring the existence of a well- -functioning Procurement unit to support the procurement of HIV/AIDS, Malaria, and Tuberculosis commodities; The Procurement Specialist works in close collaboration with the Programme, Finance, monitoring and Evaluation team within the Global Fund Unit/ Country Office/ Sub-Recipient’s, Government Counterparts and the Procurement Support Team from the World Vision WAR Regional Office

To effectively manage the Procurement and Logistics function in line with World Vision’s procedures to support the 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.

Major Activities

Strategic Planning

• Develop and implement procurement strategies aligned with Grant program objectives/ design, Implementation, and planning.
• Advise and Provide Technical Support to the SRs and government Counterparts on the development and Implementation of Procurement and Procurement Management Activities in a coordinated manner between the Three (3) Diseases components alignment with WV and Global Fund guidelines and policies.
• Lead on developing a strategy for Proactively engaging and integrating MOH, other partners, NGOs, local authorities, Vendors, and stakeholders to ensure good coordination and adequate information sharing, address common concerns/problems, and seek solutions.

Planning

• Support programs and partners in the development of Annual Procurement Plans.
• Prepare Procurement planning guidelines align with Global Fund Guidelines and Planning Calendar and socialize them with all Stakeholders.
• Review the procurement planning and prepare a Consolidated Annual Procurement Plan to socialize with Grant Management & develop the Sourcing Strategy.
• Ensure Annual Procurement Plans are quarterly reviewed with Programs and Finance, and update the Sourcing Plans accordingly.
• Together with MOH specialists and other partners, develop procurement plans and strategies in alignment with project and donor guidelines.
• Represent the SCM function on the Grant Strategic Planning & Annual Business Planning process
• Review and finalize Annual Business Plans
• Represent the SCM Function in project designs and engage in Grant, GAM, and Partner—sub-grantee Meetings, ensuring SCM is engaged early enough to allow professional input during the planning stage.

Strategic Sourcing

• Determine the requirement for the Category, Market and Incumbent Supplier based on the Spend Analysis and Annual Procurement Plans.
• Execute the reviewed and approved Sourcing Strategy.
• Develop the Market Assessment and Supplier Pre-Qualification process based on the global policies and process.
• Develop the framework for managing the RFQ/RFP Process, including baselines & price survey methodologies.
• Lead negotiations for the High Spend Categories and develop the negotiation strategies and contracting processes for other categories.
• Review Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process.
• Identification, management, monitoring, and evaluation of Potential Procurement technical assistance outsourced to third (3) parties
• Ensure that the Strategic Sourcing process and related controls are included in the Partner / Sub-Grantee Assessment Tools for assessment.
• Advise the Sub Recipient on proposals for Procurement Management, ensuring that the related responsibilities are adequately designated: the time, resources, and estimates are adequate for implementation of the proposals and in compliance with the Sub Recipient Contracts

Supplier Contract and Relationship Management

• Vet (through in-country legal) and finalize, Global Standard contracts for Grants use.
• Draft & review supplier contracts for those categories where the vetted global standard contract format is not applicable and review supplier recommended changes.
• Ensure that Key Performance Indicators (KPIs) are embedded for all Strategically Sourced contracts and managed.
• Resolve contract-related issues and improve T&C in contracts and the contracting process.
• Develop supplier onboarding process and supplier relationship management framework, including the communication guidelines & Supplier continuous improvement plan.

Procurement Execution

• Ensure that the execution of the Procurement component of the various Global Fund Programs is in line with the Global Fund Requirements and WVI Policy
• Ensure all orphaned PRs in COUPA waiting to be sourced are assigned to the appropriate staff and are actioned in a timely manner.
• Follow Procurement policies and guidelines in Supplier Award decisions under the applicable threshold and ensure a periodic review mechanism is in place for the Buyers' supplier award decisions.

• Ensure that all gaps are identified relating to the procurement execution (Process, system usage, disputes, etc.) and update / resolve them in a timely manner.

  Data Management, Analysis and Reporting

• Ensuring the Implementation of provided advice and technical support to the full usage of the COUPA system and advice on the improvement of the data management system (LMIS) for Procurement Activities

• Guarantee the maintenance of documentation about the Procurement Activities and elaborate reports in order to keep the office representation and Global Fund fully informed about the status and results of Procurement activities
• Develop, track, and evaluate procurement metrics, including areas of spend analytics, procure-to-pay process, operational efficiencies, and supplier performance to drive procurement strategy development and implementation.
• Design and communicate the Procurement KPI dashboard to management.
• Conduct regular meetings with staff on KPIs to identify areas for improvement.
• Monitor sourcing projects' progress and produce sourcing status reports to management.
• Ensure that the Master Data management process is built on global fund and WVI guidelines, ensuring acceptance and completeness.

Process, Procedure, and Policy

• Promote the incorporation of standard operating procedures within the Procurement and the use of instruments for planning and scheduling processes
• Understand, interpret, and analyze the global policies, processes, and guidelines for better adoption at NO level and manage the Exception Approval process.
• Drive the policy, process, and guidelines implementation plan, defining roles & responsibilities and owners for each step in the SCM process.
• Ensure regular reviews are done on the procurement policies, processes, and guidelines (Source to pay (S2P), logistical, warehousing) to ensure their effectiveness and applicability and advise Regional and Global SCM Teams for possible change and /or improvement.
• Advise National Offices on the acquisition and use of 3PLs and 4PLs and application of INCOTERMS.
• Ensure adherence of SCM Policies, procedures, and documentation to ensure compliance with WVI & donor regulations of the implementing Partners/Sub-Grantee, which are being evaluated under the Partner / Sub-Grantee Assessment stage and captured under capacity development plans.

Systems Development and Implementation

• Maintain procedures and put them into operation.
• Plan and execute testing and implementation of major systems.
• Ensure that databases meet user requirements.
• Liaise with programmers, applications/operational staff, IT project managers, and other technical staff.

Control and Compliance

• Assess the criticality of the risks identified as related to procurement and plot them in the risk pyramid.
• Develop the risk mitigation plans and embed them into the processes, SOPs, and guidelines for implementation and regularly evaluate control measures.
• Monitor adherence to control measures and compliance with WV Procurement policies and guidelines.
• Coordinate with regulatory authorities for a better understanding of the requirements and guide the SCM Unit in complying with and monitoring the implementation.
• Investigate reported cases of breach of controls, fraud, non-compliance, and misappropriation of WV funds and assets related to SCM and take corrective measures as per the established NO framework.
• Conduct root cause analysis for external and internal audit findings, prepare responses and the implementation plan, and monitor.
• Ensure procurement policies, procedures, and internal control systems are strong enough to safeguard global fund funds and authorities allocated to partners and sub-grantees under the partnering arrangement. Any gaps should be captured at the Partner / Sub-Grantee Assessment stage and built onto capacity development plans.
• Establishes Control Mechanisms and internal Audit Systems for Procurement, including inventories
• Collaborate with SRs, promote and facilitate compliance with relations established by contract, assets, and procurements

Logistics and Distribution of Health and Non-Health Products

• Oversee the logistics process for last-mile distribution, ensuring efficient and timely delivery of supplies to remote and hard-to-reach areas.
• Coordinate closely with transportation providers, community health workers, and other stakeholders to optimize last-mile logistics operations.
• Implement innovative solutions to overcome challenges associated with last-mile distribution, such as poor infrastructure and limited access to remote areas
• Liaise with the MOH and other partners to ensure adequate planning, receipt, storage, and timely distribution of health products.
• Institute controls for proper tracking of health products during transport and handling at the final destination (Last mile)

Quality Assurance and Compliance

• Implement rigorous quality assurance measures to ensure that procured goods for last-mile distribution meet project specifications and international quality standards.
• Conduct regular inspections and audits of last-mile distribution channels to maintain compliance with quality and safety requirements.
• Stay updated on best practices and emerging trends in last-mile distribution to enhance the efficiency and effectiveness of logistics operations.

Team Management

• Provide leadership to the Procurement Department to ensure Our Promise strategy is embedded in the Department’s annual objective and day-to-day work.
• 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 Procurement 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.
• Lead monthly appropriate review meetings to address open procurement issues/performance and provide solutions.

Training and Capacity Building

• Provide technical assistance and training to project staff, community health workers, and local partners on last-mile distribution best practices, procedures, and tools.
• Build the capacity of community-based organizations and local stakeholders to support last-mile distribution efforts and strengthen Procurement resilience.
• Foster a culture of collaboration and knowledge sharing to improve last-mile distribution outcomes and impact on public health.
• Ensure the capacity building plans are implemented and monitored and take corrective measures for identified gaps/deviations.

KNOWLEDGE, SKILLS AND ABILITIES

List education, knowledge & skills, licenses preferred, and all experiences required to perform this position in a fully competent manner.

A university degree in procurement management, logistics, or business administration or a related field-mastered degree is preferred. A minimum of five (5) years of progressive experience in procurement and logistics management, preferably in the health sector or with international donor-funded projects. Strong understanding of procurement principles, practices, and regulations, particularly in the context of last-mile distribution challenges Demonstrated experience in managing complex procurement processes and negotiating contracts with suppliers for last-mile delivery.

List additional work experience preferred for this position.

Substantive experience working in the INGO sector dealing with multiple donor funds and meeting different donor requirements

Work Environment

Include travel & work environment details.

• The position requires the ability and willingness to travel domestically and internationally up to 20% of the time.

Applicant Types Accepted:

Local Applicants Only