Procurement Cum Admin Officer

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:

Business Requirement

Adherence to business requirements in fulfilling procurement needs

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

Planning

Availability of complete Item Catalogs for planning process and a complete Annual Procurement Plan.

• Prepare and update Item Catalog already contract items in assigned area.
• Advise and familiarize Operations with the use of the Item Catalog.
• 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

Procurement Execution

Day to Day procurement operations are managed smoothly, in compliance to policies and procedures

• Collect demand from project or AP activates,
• Release the PO and print out manual and sent to supplier who didn’t have email address.
• Prepare the RFQ/ RFP and explain the supplier purpose of Supply Chain Objective.
• Recorded and filing all the document of Sourcing.
• Ensure the supplier need to made BPS and recorded.
• Ensure the All the supplier received PO from WV.

Data Management, Analysis and Reporting

Availability of information for supervisors to take decisions.

• Collect and analyze organization-wide data to support decision-making
• Provide support in the design of the business metrics to monitor SCM performance and alerting 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
• Prepare weekly/ monthly procurement status reports in order to update the customers and other stakeholders

Strategic Sourcing

Procurement Committee meetings are held as per schedules (based on the sourcing plan).

• 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.
• Support 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.
• Assistant the requirement for the Category, Market and Incumbent Supplier based on the Spend Analysis and Annual Procurement Plans.
• Assistant the Market Assessment and Supplier Pre-Qualification process based on the global polices and process.
• Assistant the framework in managing the RFQ/RFP Process including baselines & price survey methodologies.

Supplier Contract and Relationship Management

Availability of accurate and complete Master Data records (either in system or paper).

• Accurately complete the master data management form (contract/supplier/ item register)
• Prepare Draft contract assist in both parties review contract.
• Ensure all PO acknowledgement by supplier.
• Record and make sure Supplier information sheet data are accurate or not.
• Collect supplier performance based on customer feedback information & other sources and coordinate with supplier for improvement.
• Ensure that contractual conditions and performance indicators are understood by the suppliers

Administration Work for AP / Project team

Support efficient administrative of area programme office

• Assist AP team for apply sourcing strategy for arranging meeting and venue booking for visitors and staff
• Prepare Provision Report, LDR encoder, APP, maintain fixed asset and non-fixed asset, etc…..
• Maintenance is done with appropriate schedule on office premises and assets
• Staff files, leaves and benefits records are kept properly and send to NO HR as necessary
• Required subscription/ revenue is paid as needed.

Control and Compliance

Procurement Records well maintained for future reference.

• Maintain proper filing and record keeping as per the guidelines set by the management.

Professional & Personal Development

• Demonstrating an understanding of and commitment to World Vision’s Core Values in the approach to work and relationships;
• Work and Life balance
• Current career plan that is consistent with World

Perform other tasks duly assign by supervisor/ manager.

• Carry out or engage tasks with good judgement and responsibly.
• Perform additional duties and assignments proactively.

To adhere to Word Vision Core Values.

• By demonstrating an understanding of and commitment to World Vision’s Core Values in the approach to work and relationships.

Knowledge/ Qualifications for the Role

Required Professional Experience

• At least 2 years’ experience in Procurement or Supply Chain

Required Education, training, license, registration and certification

• University degree in Business administration, Social Science, Procurement, Supply Chain Management or similar degree

Preferred Knowledge and Qualifications

• Purchasing know-how and knowledge in the 6-Step Sourcing Process
• Specific knowledge of local legal positions for contracts
• Ability to drive strong relationships with suppliers

Applicant Types Accepted:

Local Applicants Only