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.
\nCome join our 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children\u2019s life stories!
\nKey Responsibilities:<\/p>\n
Job Description
\nMAJOR RESPONSIBILITIES
\nActivity
\nBusiness Requirements: 10%
\nUnderstand the department\u2019s business requirements and apply them in the day-to-day work.
\nEnd Results
\nAdherence to business requirements in fulfilling procurement needs.
\nActivity
\nPlanning: 10%
\nParticipate in the preparation of annual procurement plans for the allocated cluster office. Review the annual procurement plan prior to submission Provide guidance to the Cluster team on how to prepare effective procurement plans
\nEnd Results
\nA complete Annual Procurement Plan for the respective cluster office.
\nActivity
\nStrategic Sourcing: 15%
\nAdvice on Market Assessment and Supplier Pre-Qualification process as per the direction from Coordinators and Advisors. sending bid invitations, follow-up of bids, assist coordinating pre-bid meetings as per the direction from Coordinators and Specialists. Maintain all supporting documents relating to the Sourcing Events based on the document management policy Create and follow up the Sourcing events for respective Cluster office Preparation of Procurement Committee submission documents based on the direction given by the Advisors.
\nEnd Results
\nProcurement Committee meetings are held as per schedules (based on the sourcing plan).
\nEnsure categories for strategic sourcing are identified.
\nEnsure sourcing standards and threshold policy is well adhered to.
\nActivity
\nSupplier Contract and Relationship Management: 10%<\/p>\n
Accurately complete the master data management form (contract\/supplier\/ item register)
\nManage record keeping for all contract-related correspondence and documentation (Master Data Management).
\nCommunicate contract-related information to all stakeholders to ensure optimum usage of contracts.
\nCollect feedback on supplier performance as per the established SPM guidelines.<\/p>\n
End Results<\/p>\n
Availability of accurate and complete Master Data records (either in system or paper).
\nEnsure supplier performance management for high value spend on the allocated cluster is done and well documented.<\/p>\n
Activity
\nProcurement Execution: 20%
\nAdvise on the RFP\/RFQ process for spot buys as required Liaise with Shared Services & Finance to resolve supplier inquiries\u00a0\u00a0 Release POs to suppliers for spot buys and assigned categories. Ensure all open PR\u2019s are processed within reasonable time Follow up for delivery of goods and services on time.
\nEnd Results
\nEnsure the provision metrics performance key indicators are achieved.
\nActivity
\nData Management, Analysis and Reporting: 10%
\n1. Collect and organize data from projects and business units.
\n2. Analyze and check data for accuracy and produce the required reporting output in accordance to\u00a0\u00a0 the Policies \/ Procedures & Guidelines as set by WV
\nPrepare weekly\/monthly procurement status reports in order 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
\nEnd Results
\nAvailability of information for supervisors to take decisions.
\nAvailability of information to Cluster office for awareness and decision making
\nActivity
\nProcess, Procedure and Policy: 10%
\nWork with supply chain advisor to manage Internal customer satisfaction Collect data to support performance scorecard reporting (i.e. KPIs
\nEnd Results
\nAdherence to Process, Procedure and Policy in fulfilling procurement needs.
\nGuide user department on the collect procurement procedures to be followed.
\nActivity
\nControl and Compliance: 10%
\n1. Maintain proper filing and record keeping as per the guidelines set by the management.
\nEnd Results
\nProcurement Records well maintained for future reference.
\nActivity
\nOn time payment of Suppliers: 5%
\nEnsure that payment documents submitted by suppliers are processed on time and suppliers\u2019 payments are processed as per the agreed payment terms
\nEnd Results
\nFollow up with fields offices and accounts payable teams to ensure timely payment of suppliers.
\nKNOWLEDGE\/QUALIFICATION FOR THE ROLE
\nRequired Professional Experience
\nAt least 02 years\u2019 experience
\nRequired Education, training, license, registration, and certification.
\n1. Bachelor\u2019s degree in Procurement and logistics, Supply chain or relevant studies
\n2.\u00a0 Two years of experience in Procurement and Logistics or Accounting field
\nPreferred Knowledge and Qualifications<\/p>\n
Basic computer skills (Ms. Word\/ Excel\/Spreadsheet\/ Internet, PowerPoint)<\/p>\n
Travel and\/or Work Environment Requirement
\nYES
\nLanguage Requirements
\nEnglish
\nSwahili
\nKEY WORKING RELATIONSHIPS
\nContact (within WV or outside WV)
\nProgram Staff, Finance Dept, Program Managers
\nReason for contact
\n-Supporting in Procurement Planning Process
\nFrequency of contact
\n(Annually)
\nContact (within WV or outside WV)
\n-Clarification on PRs
\nFrequency of contact
\n(Daily)
\nContact (within WV or outside WV)
\nFeedback on procurement of goods and services
\nFrequency of contact
\n(Daily).
\nContact (within WV or outside WV)
\nSuppliers
\nReason for contact<\/p>\n
Quotation sourcing (Daily)
\nDelivery Follow Up (Weekly)<\/p>\n
Contact (within WV or outside WV)
\nSupply Chain Advisor
\nReason for contact
\n-Report on status of procurement for the allocated Cluster office
\nFrequency of contact
\n(Weekly)
\nDECISION MAKING
\nReplenishment of stock for commonly used items
\nCORE COMPETENCIES \u2013
\n\u2612 Deliver Results
\n\u2612 Build Relationships
\n\u2612 Be Accountable
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