Procurement Coordinator

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.

The position will be responsible for the overall procurement & logistic unit performance, promotion of standardization across the procurement & logistic function and develop procurement & logistic strategies that promote efficiency and effectiveness. It ensures the goods are distributed timely using the most economical means, equipment especially vehicles and boats are adequate and well maintained. The position is also responsible for the warehouses/containers management.

MAJOR RESPONSIBILITIES:

- Ensure Annual Procurement Plans are developed, implemented and monitored.

• Update procurement planning tools (including items catalogue) and send to all the sectors/projects across grants and all functional departments (including field offices) to prepare procurement plan.
• Conduct orientation for functional departments on how to prepare procurement plan.
• Consolidate the procurement plan (communicate with program and operations functional heads, as necessary, to make a meaningful annual procurement plan for WVSI
• Prepare procurement schedule in line with procurement plan;
• Communicate procurement schedule with programs, operations, procurement and logistics team;
• Follow-up with functional departments that they are submitting procurement requests (CERO Form) with proper specifications and with necessary approval;
• Review and update procurement plan on quarterly basis; update procurement schedule and communicate with relevant stakeholders;
• Participate in the project design/budget preparation meeting/team to support program/operations with information on product availability, pricing trend, logistical landscape etc.;
• 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/)

- Ensure sourcing for identification of required products and services are properly managed

• Develop annual sourcing strategy based on the consolidated procurement plans (Ensure major/ recurring procurements are under contract (procured from preferred suppliers preferably with fixed pricing contract).
• Receive all procurement requests (CERO Form) from requestor.
• Verify the procurement request (whether specification is correct, budget validation is done, lead time is reasonable etc.). Return CERO to requester if details are incomplete;
• Update order tracking tool/quickbook with the new procurement request, prepare bidding document/request for quotation document and pass to team member who is responsible to get price quote from suppliers;
• Ensure that price quotes are collected on time with proper documentation and bid analysis is done on time;
• Verify bid analysis and submit to approver as per LoA.
• Upon acknowledging receipt of the PO by supplier, share a copy of the PO with the requestor
• Ensure reconciling purchase request – purchase order – delivery docket, organize all the required papers and submit to finance for payment. Update order tracking sheet accordingly.

- Vendor/Supplier Management

• Monitor Logistics and Admin Officer in charge of Supplier Management
• Develop and maintain positive relationship with suppliers' though regular contact.

- Contract Creation and Management

• Identify recurring categories and items from procurement plan and from historical procurement data to bringing them under contracts so that those items can be procured from preferred suppliers.
• Rationalize and document preferred suppliers' selection process.
• For the items that have monopoly or limited supply must be documented with extensive market survey (as per template);
• Ensure that contracts are signed with preferred suppliers upon validation of bid committee;
• Ensure identification of cost savings opportunities for large and/or key contracts.
• Lead negotiations for strategic and large supplier contracts for the procurement.
• Negotiating favorable pricing, contractual terms & conditions and manage contracts.

- Governance

• Act the role of Bid Committee (BC) Secretary (be guided with the Secretary’s responsibility as outlined in the BC ToR).
• Ensure that all the procurements are conducted properly and in line with policy and procedure.

- Reporting

• Create monthly quality and delivery metrics and reports for suppliers to ensure they meet agreed upon standards (be guided with the procurement order tracking tool/quickbook);
• Generate weekly procurement status report and update requestor(s) accordingly.
• Ensure the team to report their tasks and accomplishment.
• Generating reports against defined procurement Key Performance Indicators and update SMT on a regular basis.
• Participate in issue resolution, prepare issue reports and escalate issues early and appropriately.
• Create monthly quality and delivery metrics and reports for supplies to field offices.
• Create and maintain updated inventory aging report/inventory report.
• Ensure the team to report their tasks and accomplishment.
• Ensure generating reports against defined Key Performance Indicators
• Create and maintain individual work plan (as per template).
• Participate in issue resolution, prepare issue reports and escalate issues early and appropriately.

- Logistics / Distribution Management

• Ensure availability of adequate equipment and supplies for warehouse, distribution management, packaging, and motor vehicles and boats.
• Prepare and maintain schedules and methods for providing vehicle and boat maintenance services; identify resource needs; review needs with appropriate management staff; allocate resources accordingly.
• Collate and maintain information on shipping/vessel schedule from different shipping agents considering WVSI working areas and communicate this information with relevant stakeholders.
• Look for opportunities of having contract/agreement with shipping agents (including rates for different volumes, packaging, delivery points, liability coverage etc.) – in collaboration with Procurement Officer.
• Draft a distribution plan in line with procurement plan.
• Cultivate close relationship with key logistics partners of other NGO’s working in same areas and look for opportunity of consortium distribution/delivery.
• Develop and align individual work plan in line with logistics planning.
• Engage with supplier, shipper and requestor to schedule distribution/delivery date and ahead.
• Manage distribution/delivery process by engaging relevant stakeholders well ahead.
• Ensure proper authorization and waybill in place for the items that have not been received from supplier at site (at the end point)
• Manage risk of losses of goods in transit and liability coverage

- Warehouse Management

• Ensure that warehouses’ spaces are set up to accommodate supplies for pre-positioning items, consumables and items in transit; Holds responsible for all the goods until they are issued to an authorized recipient (establishment of commodity dispatch authorization for the items to be released from warehouse).
• Maintain list of inventories (aging report- in case items are perishable/has expire date) and conduct physical inventory counting at least monthly.

- Fleet Management (motor vehicles and boats)

• Ensure proper management of vehicle request (with necessary tools, monitoring mechanism, timeliness etc.).
• Provide vehicle monthly reports. The report includes fuel usage and repairs.
• Keep track on dates of expiry of emission tests, revenue license, fleet insurance for all vehicles and boats and are obtained prior to due dates, where all vehicles and boats have no hassle in their operations and could work freely.
• Ensure submission of incident reports to Management within 24 hours.
• Manage drivers and promote zero accident and ensure that the boat drivers at field offices are supported with necessary technical knowledge and tools.

- Custom Clearance

• Engage with relevant government department to obtain duty exemption certificate, as necessary.
• Coordinate with government custom department, freight forwarder, and clearing and forwarding agents to clear importing commodities/ gift in kinds, whenever necessary (especially during emergency response).

- Professional & Personal Development and People Management

• Ensure that team members are doing their tasks with necessary tools, supports and consultations.
• Develop career development plan in technical and managerial arena (eg. logistical landscaping, supply chain management, logistics in emergency, critical thinking and decision making, data analysis and report preparation using excel and PowerPoint etc.).
• Seek advice, technical opinion, support from Global Technical Resource Network and Community of Practice of WV Central, as and when necessary.
• Demonstrating an understanding of and commitment to World Vision’s Core Values in the approach to work and relationships
• Promote work and Life balance.

KNOWLEDGE/QUALIFICATION:

• At least 3 years ‘experience in related field in a supervisory role preferably in Logistics and or procurement
• Experience in Supply Chain Management
• Experience in Warehouse/Commodities management.
• Experience in working with multicultural management.
• Degree or Diploma in Business management, Logistics or any other related field
• Experience with Non-profit organizations.
• Good planning and organizational skills
• Team player with the ability to work independently and handling conflicting priorities while maintaining consistency and quality performance standards.
• Demonstrate understanding of and skills in Supply Management database.
• Good communication skills and proven ability to work independently, as part of team and in building relationships with partners
• Demonstrated collaboration and team building skills.
• Excellent oral and written English communications skills.
• Competent in the use of MS Office computer programs including Word, Excel, and PowerPoint

Applicant Types Accepted:

Local Applicants Only