Supply Chain Administrator

World Vision · Freetown

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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:

Job Description:

JOB SUMMARY

To support the effective implementation of procurement and supply chain operations through accurate administration, procurement coordination, supplier documentation management, reporting, and compliance with World Vision policies and procedures. The position helps ensure the timely and cost-effective acquisition of goods and services required for programme and operational activities.

MAJOR RESPONSIBILITIES

Business Requirements

• Understand the department's business requirements and apply in the day-to-day work.

Planning

• Facilitate annual procurement planning sessions with key stakeholders
• Consolidation and report on the Procurement Plans
• Review and update Item Catalog prior to the planning process activity.
• Advise and familiarize Operations with the use of the Item Catalog

Strategic Sourcing

• Advice on Market Assessment and Supplier Pre-Qualification process as per the directions from Coordinators and Advisors.
• ending bid invitations, follow-up of bids, assist coordinating pre-bid meetings as per the direction from Coordinators and Specialist.
• Maintain all supporting documents relating to the Sourcing Events based on the document management Supervise the Sourcing events Filed Offices and Assistance work relating to sourcing.
• Preparation of Procurement Committee submission documents based on the direction given by the coordinators / specialists.

Supplier Contract and Relationship Management

• Accurately complete the master data management form (contract/supplier/ item register)
• Manage record keeping for all contract-related correspondence and documentation (Master Data Management).
• Communicate contract-related information to all stakeholders to ensure optimum usage of contracts.
• Collect feedback on supplier performance as per the established SPM guidelines.

Procurement Execution

• Advise on the RFP/RFQ process for spot buys as required
• Liaise with Shared Services & Finance to resolve supplier inquiries 
• Release POs to suppliers for spot buys and assigned categories.

Data Management, Analysis and Reporting

• Collect and organize data from projects and business units.
• Analyze and check data for accuracy and produce the required reporting output in accordance with the Policies / Procedures & Guidelines as set by WV
• Prepare weekly/monthly procurement status reports to update the customers and other stakeholders.
• Perform Daily reconciliation exercises of all records and transactions performed within the same day and ensure that data validation, integrity and accuracy of data is meticulously maintained.
• Consolidate all findings and convert them into useful formats as provided by SCM Manager

Process, Procedure and Policy

• Work with senior SCM teams to manage Internal customer satisfaction
• Collect data to support performance scorecard reporting (i.e. KPIs)

Control and Compliance

• Maintain proper filing and record keeping as per the guidelines set by the management.

REQUIRED KNOWLEDGE, SKILL AND EXPERIENCE

• Certification diploma in business management, Accounting / Procurement and logistics
• One year of experience in Procurement and Logistics or Accounting field

Working Environment / Conditions:

• Work environment: Office-based with travel to the field
• Travel: 5% Domestic & international travel is required.

All successful candidates will be required to undergo a police (criminal background) check, appropriate to the role and location, as well as a Counter-Terrorism Sanctions screening, as part of the clearance process prior to commencing employment.

World Vision International also participates in the Inter-Agency Misconduct Disclosure Scheme (https://misconduct-disclosure-scheme.org/). In line with this Scheme, we will request information from applicants’ previous employers, as part of the reference checking process, regarding any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, as well as any such incidents under investigation at the time of separation.

By applying for this role, applicants confirm their understanding of and consent to these recruitment procedures.

WOMEN ARE STRONGLY ENCOURAGED TO APPLY

Applicant Types Accepted:

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