Emergency Supply Chain Coordinator

Employer: World Vision

Employment: Full-Time | Contract

Place of Work: Gambella - Ethiopia

Posted date: 4 days ago

Deadline: February, 05/2025 (1 days left)

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience the 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!

Employee Contract Type:

Local - Fixed Term Employee (Fixed Term)

Job Description:

To effectively manage the Supply Chain function in line with World Vision’s procedures 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.

Planning

Advise and seek approval from internal customers for modifications from original requests.
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

Strategic Sourcing

Execute the Market Assessment and Supplier Prequalification 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.
Lead 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
Facilitate Purchasing Committee meetings and ensure that proper documentation is maintained.

Supplier Contract and Relationship Management

Accurately complete the master data management form (or contract/supplier register)
Monitor and complete contract close-out, renewal or retender, as appropriate for the assigned commodities.
Ensure that contractual conditions and performance indicators are understood by the suppliers.
Identify & resolve or escalate contract-related issues both internally and externally.
Analyze supplier performance based on customer feedback information & other sources and coordinate with suppliers for improvement.

Procurement Execution

Receive incoming Purchase Requisitions (Pending Buyer Action), verify specifications are clear, conduct sourcing event if required items are not already on contract, update the PR with actual supplier record and release PR for approval.
Follow Procurement policies and guidelines in Supplier Award decisions under the applicable threshold.
Manage PO Change requests coordinating with Requesters, Budget Owners and Suppliers
Consolidates all required documentation for presentation to Finance for timely supplier payment for materials and services delivered.

Data Management, Analysis and Reporting

Collect and analyze organization-wide data to support decision-making
Provide support in the design of the business metrics to monitor SCM performance and alert 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

Process, Procedure and Policy

Conduct all procurement-related tasks as per the approved procurement policies, processes and guidelines.
Advise management regarding any challenge/risks / impractical guidelines.
Collect customer feedback relating to the policies, processes and guidelines, and report to NO Management for improvements or change,
Review with Partners / Sub-Grantees, their SCM Policies, procedures, etc. to identify any gaps, document them under assessment reports, and capture them under capacity building plans.

Systems Development and Implementation

Collect and collate useful data which can be used to improve the general systems established and communicate this information to the immediate Supervisor

Control and Compliance

Conduct supplier pre-qualification for all new suppliers and maintain records.
Participate in the development of risk identification & assessment tools, registers and other tools and assessing SCM and contractual risks for procurements of goods, works or services.
Maintain proper filing and record keeping as per the guidelines set by the management.
Coordinate with Requesters to close out open POs promptly.
Implementation of agreed audit recommendations in the procurement process as per the guidance given by the HoD.
Participate in the process to Review Partners / Sub-Grantees, the internal control system in the procurement process to identify any gaps, document them under assessment reports, and capture them under capacity-building plans.
Periodically monitor the progress on implementation of recommendations and update the management of all parties.

Leadership and Coaching

Provide line management to the functional leads of Supply Chain Management, Information Technology, and Administrative Services.
Mentor, coach and develop the capacity of functional coordinators under the program support unit into competent, accountable and high-performance teams.
Promote WV's Christian identity and values and lead by example.
Lead or participate in spiritual sessions and reflections
Be committed to actively working and living under WV’s Mission, Values and Christian beliefs.

Management

Review and evaluate the effectiveness of Support functions on an annual basis
Monitor support services to ensure optimum client service and satisfaction, including liaising with all functions outside the support unit, for required support.
Coordinate with functional leads for the implementation of necessary changes.
Take appropriate action to address internal and external audit results and recommendations as they relate to the Support Functions.
In cooperation with all other functional leads make sure necessary policies and procedures are in place and a monitoring system is in place.
Monitor and supervise all aspects of program support to ensure compliance with strategy, organization rules, regulations, policies, and standards of accountability, ethics integrity and achievement of results.
Constantly monitor and analyse the operating environment to identify potential risks and take action/refer critical issues for intervention to ensure delivery of results.
Closely liaise with the Operation Managers to troubleshoot any issues that might cause an interruption in the support services management

Required education background

A minimum of 3 years experience in Procurement and Logistics, with regards to the designing, planning, implementation, supervising and reporting on integrated development, emergency and advocacy projects and at least 2 years experience in managing complex grants and programs/projects with significant experience in overseeing large multi-year programs.
BA/BSc degree in supply Chain Management, Business Administration Management and related fields. Master’s degree is an advantage

If you have referrals of talented individuals who you think would perform well in this role, please send them the link to this job opportunity

Female Candidates are Highly Encouraged to Apply

World Vision has zero tolerance towards the abuse and exploitation of children and vulnerable adults. Every prospective employee, volunteer, and intern is obliged to comply by World Vision’s child and adult safeguarding policy."

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