Supply Chain Management and Administrative Coordinator

Logistics & Procurement

Overview

Coordinate procurement and administrative logistics effectively.

You have:

• Manage the end-to-end procurement process for goods and services, ensuring compliance with donor requirements.
• Liaise with National Office Supply Chain Officer/Manager for reporting and coordination.
• Supervise logistics, transportation, and distribution of goods to project locations.
• Maintain asset records and manage asset maintenance including vehicle repairs.
• Coordinate with Finance teams to ensure timely processing of supplier payments.
• Participate in the Emergency Response Team as required.

With 75 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 31,000+ 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:

Procurement & Distribution

• Consolidate the Operation Plan in alignment with project budgets, ensuring complete and accurate planning for each financial year.
• Manage the end-to-end procurement process for goods and services including Collect quotations, facilitate procurement committee meetings, and support vendor selection processes, ensuring 100% compliance with donor requirements and World Vision partnership SCM policies.
• Liaise regularly with National Office Supply Chain Officer/Manager for Reporting and Coordination, and implementation of SCM initiatives.
• Ensure timely delivery of goods and services based on approved procurement plan and established lead times.
• Monitor and improve procurement effectiveness, including purchase quality, cost efficiency, accuracy of purchase orders, and procurement lead times.
• Maintain and update procurement documentation and databases including PRs, Quotations, POs, Bid Documents, Contracts and GRN, ensuring accessibility for Finance, Audit and compliance purposes.
• Coordinate with Finance teams and consolidate all required supporting documentation to ensure timely processing payments to suppliers and services suppliers.
• Support strategic sourcing initiatives and supplier relationship management to optimize procurement performance, cost savings, and service delivery.
• Monitoring all procurement transactions, including PRs, POs, and GRNs, are accurately tracked and completed within the ProVision system in timely manner.
• Ensure that Supplier Information Management (SIM) records are created and maintained accurately in the ProVision System

Administrative/Logistic Support

• Supervise and coordinate the logistics, transportation, and distribution of goods and services to project and field locations, ensuring timely and efficient delivery.

- Maintain asset records and oversee asset maintenance, including vehicle repairs and timely insurance renewals, ensuring all relevant documents are submitted to the NO SCM

- Manage office utilities (electricity, water, internet, and janitorial services) and ensure the timely renewal of rental contracts and related service agreements to support uninterrupted office operations.

- Maintain office cleanliness and organization, ensure adherence to power-saving procedures, and support the effective management of office facilities

- Maintain vehicles and their logbooks on a daily basis and monitor and report the monthly mileage of each vehicle.

• Ensure appropriate safety, security, and risk mitigation measures are in place for leased premises, offices, staff, motorcycles, vehicles, and organizational assets, including compliance with driving safety and travel security requirements.
• Participate as a member of the Emergency Response Team and respond to emergencies as required and assigned by the team leader

Carry out any additional responsibilities assigned by the Support Services Manager.

Applicant Types Accepted:

Local Applicants Only

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Potential interview questions

Added 25 days ago - Updated 20 days ago - Source: wvi.org