Procurement Officer (1 year contract)

WORK CONTEXT / BACKGROUND:

World Vision is a Christian relief and development organisation working to create lasting change in the lives of children, families and communities living in poverty. World Vision serves all people regardless of religion, race, ethnicity or gender. As a child-focused organization, WV’s work focuses on children, ensuring they are protected and their basic needs are met. WVV has a total income of around US$ 19,000,000 (FY20) with funding from 13 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and PNS/grants (30%). WVV employs about 430 staff, of which 99% are Vietnamese nationals.

The strategic focuses of WVV include: children protection from all forms of abuse, exploitation, violence and injury; reduction of malnutrition rate of children under 5 through integrated approach; sustainable livelihood for poor households to support sustainable well-being of children.

Currently, World Vision Vietnam is implementing 36 Area Programmes (APs) which operate in 5 zones: North 1 (Hoa Binh - Dien Bien), North 2 (Yen Bai – Tuyen Quang), North 3 (Thanh Hoa - Hung Yen - Hai Phong), Central (Quang Tri - Quang Nam – Danang) and South (Quang Ngai - Binh Thuan – DakNong - Ho Chi Minh). WVV’s APs work with government partners and communities on a daily basis. Beside the APs, WVV is also implementing Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.

Starting from FY14 WVV is mandated to implement the Strategic Sourcing Project, which is led by the Administration and Procurement Unit. The Unit facilitates the procurement of ministry materials as required by the APs/projects as well as the representative office in Hanoi.

PURPOSE OF POSITION:

The position coordinates and monitors the implementation of Supply Chain Management (SCM) key focus areas and Regional/Global initiatives in Strategic Sourcing and Supplier Management; analyzing and interpreting trends and observations for management action; and engagement with relevant National Office staff and other stakeholders.

The responsibility also includes managing the procurement process: developing and executing contractual agreements with suppliers through positive relations with supplier network, effective negotiations and management of contracts.

KEY RESPONSIBILITIES:

Planning (10%)

• Advise and seek approval of internal customers of 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 (25%)

• 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.

• 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 (10%)

• 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 supplier for improvement

Procurement Execution (20%)

• 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 Polices 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 (5%)

• 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

Process, Procedure and Policy (10%)

• 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 under capacity building plans

Systems Development and Implementation (5%)

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

Control and Compliance (10%)

• Conduct supplier pre-qualification for all new-suppliers and maintain records.

• Participate in 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 in a timely manner.

• Implementation of agreed audit recommendations in the procurement process as per the guidance given by the Head of Department.

• Participate in process to Review Partners / Sub-Grantees, internal control system in the procurement process to identify any gaps, document them under assessment reports, and capture under capacity building plans.

• Periodically monitor the progress on implementation of recommendations and update the management of all parties.

Training and Capacity Building (5%)

• Coordinate, participate in, and/or train staff from Supply Chain department and other WVI Departments on WVI Procurement Policies, Processes, and Systems

• Conduct Partners' / Sub-Grantees' capacity assessment and capacity building plans as per set framework / guidelines.

• Train the Partners / Sub-Grantees based on the approved capacity building plan, monitor progress. Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management

Education

• University degree in Supply Chain Management, Procurement, Engineering or Business Administration or equivalent professional qualification (advanced CIPS)

Knowledge & Skills

• Organizing, planning, analysing and problem solving skills

• Very good computer skills for analyse data, information consolidation and track measures (excel)

• Ability to conduct market research to obtain competitive proposals from suppliers

• Ability to conduct PR to PO / Contract process

• Ability to demonstrate compliance to policies, industry regulations and local laws

• Understanding of non-profit organizations

Experience

• 2-3 years’ experience in procurement, including sourcing and purchasing in a similarly large agency in Vietnam context

• Experience working with individuals and groups

• Substantive experience working in the INGO sector dealing with multiple donor funds and meeting different donor requirements.

Work Environment

• Sourcing Solutions – for compliance, pay process

World Vision Vietnam is a Christian non-government organization. Applicants having working experience in a similar kind of organization will be an advantage.

Please send us your CV if you are interested in this position. Our contact details: People and Culture Department (HR Department)

Tel: 024. 39439920 (ext.123)

Email: [email protected]

We give equal opportunity to every candidate, regardless of religion, race and gender.

A competitive salary, benefits and career development opportunity will be offered and commensurate with the experience, qualifications and responsibilities.

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