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 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!
Key Responsibilities:
JOB PURPOSE
To effectively manage the Supply Chain function in line with World Vision’s procedures in order to support 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 RESPONCIBILITIES
Business Requirements
Develop Functional Strategy aligning to GSCM Strategy and RO priorities, in coordination with other Departmental and NO Strategy. Review and finalize Annual Business Plans Proactively engage with suppliers, partners, local authorities, other NGOs, clusters and stakeholders to ensure good coordination and adequate information sharing, address common concerns/problems and seek solutions.
Planning
Represent the SCM function on NO Strategic Planning & Annual Business Planning Process Represent the SCM Function in project designs and engage in GAM meetings, Partner - Sub-Grantee Meetings ensuring SCM is engaged early enough to allow professional input during planning stage. Prepare Procurement planning guidelines align with Global Guidelines and Planning Calendar and socialize them with all Stakeholders. Review the procurement planning and prepare Consolidated Annual Procurement Plan to socialize with NO Management & RSCM and develop the Sourcing Strategy. Ensure Annual Procurement Plans are quarterly reviewed with Finance and Operation and update the Sourcing Plans accordingly.
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 polices and process. Develop the framework in 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. Ensure that Strategic Sourcing process and related controls are included in the Partner / Sub-Grantee Assessment Tools for assessment.
Supplier Contract and Relationship Management
Vet (through in-country legal) and finalize, Global Standard contracts for NO use. Draft & review supplier contracts for those categories where the vetted global standard contract format is not applicable, and reviews 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 all orphaned PRs waiting to be sourced are assigned to the appropriate staff and are actioned in a timely manner. Follow Procurement Polices and guidelines in Supplier Award decisions under the applicable threshold and ensure periodic review mechanism is place of the Buyers' supplier award decisions. Ensure, that all gaps are identified relating to the procurement execution (Process, system usage, disputes and etc.) and update / resolve them on a timely manner.
Data Management, Analysis and Reporting
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 SCM KPI dashboard to management. Conduct regular meeting with staff on KPIs to identify areas for improvement. Monitor sourcing projects progress and produce sourcing status reports to management. Ensure that Master Data management process is built on global guidelines, ensuring the acceptancy and completeness.
Process, Procedure and Policy
Understand, interpret and analyze the global policies, processes and guidelines for better adoption at NO level and manage Exception Approval process. Drive the policy, process and guidelines implementation plan, defining roles & responsibilities and owners for each step in the SCM process. Ensure regularly reviews are done on the procurement policies, processes and guidelines (Source to pay (S2P) to ensure their effectiveness and applicability and advise Regional and Global SCM Teams for possible change and /for improvement. Ensure adherence of SCM Policies, procedures and documentation to ensure compliance with WVI & donor regulations of the implementing Partners/Sub-Grantee are being evaluated under Partner / Sub-Grantee Assessment stage and captured them under capacity development plans.
Systems Development and Implementation
Maintain procedures and putting 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 criticality of the Risks identified related to SCM & Procurement and plot them in the Risk Pyramid. Develop the risk mitigation plans and embed the to the processes, SoPs and guidelines for implementation and regularly evaluate control measures. Monitor adherence to control measures and compliance with WV supply chain policies and guidelines. Coordination with regulatory authorities for better understanding of the requirements and guide SCM Unit to comply and monitor the implementation. Investigate reported cases breach of controls, frauds, non-compliance, misappropriation of WV funds and assets related to SCM and take corrective measure as per the established NO framework. Conduct root cause analysis for external and internal audit findings, prepare respond and the implementation plan and monitor. Ensure SCM Policies, procedures and internal control system is strong enough to safeguard WV funds and authorities allocated to Partners and Sub-Grantees under the partnering arrangement. Any gaps should be captured at Partner / Sub-Grantee Assessment stage and build onto capacity development plans.
Leadership and Coaching
Provide leadership to Supply Chain 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 method as appropriate. Be courageous in providing coaching or feedback for continuous performance improvement. Ensure that all Supply Chain 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 meeting to address open procurement issues/performance and provide solution.
Training and Capacity Building of SC Staff
Coordinate, participate in, and/or train staff from Supply Chain and other WVI Departments on WVI Procurement Policies, Processes, and Systems. Develop Partners' / Sub-Grantees' capacity assessment and capacity building framework / guidelines are developed, leveraging the most recent regulatory best practices. Train the SCM Team and other internal stakeholder in using the framework for capacity assessment and developing capacity building plans for Partners / Sub-Grantees. Ensure the capacity building plans are implemented, monitored and take corrective measures for identified gaps/deviations.
Logistics and inventory Management
Monitor that WV and Donor Logistics’ policies and minimum standards, as well as logistics compliance requirements, are implemented and adhered to, throughout the implementation of programs by all relevant stakeholders (e.g implementing partners, Internal WV departments and others) Monitor that all partner goods, work and services are received, distributed and recorded as per the established WV Receipt of Goods, Works and Services policies and procedures Conduct various assessments in relation to the logistics’ capacity of implementing partners. Develop (where appropriate) a clear capacity building plan for the partner(s). Partner quality verification and capacity building (workshops, individual and team training programs or day-to-day support) support to include these logistics functional areas: Ensure the appropriate validation of all supplier waybills (receipts) to ensure commodities are of the correct items, specifications, quantities and quality as manifested on the purchase order. Ensure proper tracking, coordination and management of all receipts. Ensure goods received notes for all receipts to include any over, short or damages. Communicate any receipt discrepancies to management with back up pictures and written documentation Perform quality sampling of receipts; this may be done in coordination with other team members. Ensure partners are compliant with international and national logistics regulations and proper mechanisms are in place. Ensure verification of supplier's shipments prior to the supplier loading to ensure the accuracy and quality of the shipment. Ensure monthly tracking and management of all physical inventory for WV and partner organizations.
Fleet Management
Manage and a establish a ‘whole of lifecycle’ fleet management approach that includes cost-effective fleet insurance, provision of a reliable transport system to support implementation of the security management plan, ensure strategic and good implementation of cost-effective and safe standards, Support the development of fleet safety initiatives aimed at:
Reducing harm to staff and vulnerable road users, with particular focus on reducing Road Traffic Accidents (RTAs), Increasing proper management of assets Reduce fuel costs and fraud related to fuel,
Provide administrative support to all AP/Grants/ National Office, fleet related issues such as:
- Fleet inventory control,
- Fuel Management,
- Vehicle acquisition and disposal,
- Fleet safety initiatives
Training, Capacity Building and Coaching/Mentoring of Logistics Staff:
:
- Support and enable the implementation of the WVI approved fleet and drivers’ trainings
- Building capacity to sustain Field Office-led training per global standards.
- Tracking of compliance of trainings.
- Drive the process of continuous learning on current international accepted practice in fleet management
- Analysis, identifying tools and processes that can be implemented
- Designs, customizer and delivers driver/Raider training and training materials
- Provides guidance, training, and problem-solving assistance to other team members.
- Mentors less-experienced individuals.
Data Review and Analysis:
Analyzes, designs, and develops query parameters, layout, filters, and analytics for business solutions. Enhances the performance of business intelligence tools by defining data to filter and index that adds value to the user. Designs and develops and optimizes enterprise-wide information “views” and custom reports. May work with GTD and DME to design and develop BI reports solutions
Vendor Management & Service Level Agreements:
Provides advice and counsel to the vendor relationship decision-making and contract development processes. Reviews service provider performance. Identifies and confirms performance problems and notifies contract managers. Ensures internal SLAs are met