Procurement Officer

World Vision Vietnam is looking for Vietnamese competent candidates to fill the following vacancy:

WVV Procurement Officer - 01 position

• Work base: Ha Noi
• Deadline for application: 18 May 2020

For detailed Job advertisement, Job description please find on WV Vietnam's career page:

https://careers.wvi.org/jobs/vietnam/supply-chain/wvv-procurement-officer/14534

WORK CONTEXT / BACKGROUND:

World Vision is a Christian relief and development organization 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 (FY19) with funding from 14 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.

In FY19, World Vision Vietnam is implementing 37 Area Programmes (APs) which operate in 5 zones: North1 (Hoa Binh and Dien Bien), North 2 (Yen Bai – Tuyen Quang), North 3 (Thanh Hoa, Hung Yen, Hai Phong), Centre (Quang Tri, Quang Nam – Danang) and South (Quang Ngai, Binh Thuan, Ho Chi Minh, DakNong). WVV’s AP usually focuses within one administrative district of a province which populated by ethnic minority people with high rates of poverty. A uniqueness of WVV’s Development Program Approach (DPA) is that AP team members are based at district level where the AP is located, which enables them to work closely with government partners and communities on a daily basis. Beside the APs, WVV is also implementing different Special and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.

Finance is a support function of WVV with the main responsibilities of maintaining and strengthening the accountability and stewardship over the financial resources being entrusted to the organization.

In addition to the requirement of professional and educational background, staff working for the Finance function are required to possess a strong characteristic of honesty and integrity, as well as the ability to arrange and work under high pressure to meet very strict deadlines of financial reports submission.

By working closely with the AP/Project staff and other support staff, Finance function assists the WVV Management in achieving the office objectives by provision of improved financial management, better compliance, better controls and procedures.

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:

I. Business Requirements

• Adherence to business requirements in fulfilling procurement needs

II. Planning

• 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

• Develop Item catalogues for the assigned categories enabling accurate procurement planning.

• Train and facilitate the procurement planning process in the assigned projects / locations

• Review the completeness and accuracy of the Plans and consolidate the Zonal /Cluster / AP Plans

• Ensure grant requirements are understood and met in the planning process

III. Strategic Sourcing & Solicitation

• 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.

• 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.

• Analyze and ensure that Partners' / Sub-Grantees' market assessment process, supplier pre-qualification process, RFQ/P and evaluation process, meets WV / Donor requirements, and capture any gaps identified in the capacity development plans / exemption approvals.

IV. Supplier contract and Relationship Management

• Ensure approved standard agreement formats are used and any changes to the terms & conditions needs to be verified with legal and RSCM through HoD

• Use contractual terms and conditions that are required during order request and processing for the purchase of goods, work and services.

• Accurately complete the master data management form (or contract/supplier register)

• Draft supplier contracts for those categories where the vetted global standard contract format is not applicable, and reviews supplier recommended changes.

• Monitor and complete contract closeout, renewal or retender, as appropriate for the assigned commodities.

• Ensure that the suppliers understand contractual conditions and performance indicators.

• 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.

• Support to manage the supplier base, pre-qualification criteria and selection process. Identify and pre-qualify supply alternatives. Evaluate vendor responses and make finalists recommendations.

• Arrange Pre-Bid meeting with suppliers.

V. 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 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.

VI. 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 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 

VII. Process, Procedure and Policy

• Socialize and implement the approved policies (including exemptions approved), processes and guidelines.

• Advice 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 and etc. to identify any gaps, document them under assessment reports, and capture under capacity building plans

VIII. 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 Vision’s strategic goal

Knowledge, Skills, Abilities:

(The following knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.)

Education

• University graduate

Knowledge & Skills

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

• Understanding of the market trends and supplier network

• Understanding of non-profit organizations

Experience

• 1-2 years’ experience in procurement, including sourcing and purchasing in a similarly large agency in Vietnam context

• Experience working with individuals and groups

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

Our contact details are: People and Culture Department -World Vision International – Vietnam Address: 9th floor, the Mercury building, 444 Hoang Hoa Tham, Hanoi, Tel: 024. 39439920 (ext.118)

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.