Procurement and Admin Specialist Reliever (Surge)

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 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities

This position is responsible for the delivery and execution of the sourcing process on all requisitions for goods, works, and services across all assigned categories and locations to ensure general purchases and supplier relationships are carried out in alignment with WV Procurement Policies.

It will ensure to drive cost savings for the organization thru effective sourcing of supply and negotiations with the suppliers. Conducts market assessment to understand the source of supply of goods, works and or services (GWS) in the area of assignment. Evaluates quotation/proposal/offer based on price, service, quality and warranty, and other applicable criteria to meet the needs of the internal customers. Work closely with the business, vendors & partners to receive the requirements on time and to deliver procurement expanded value to World Vision.

Perform administrative duties requiring a high degree of expertise in more than one of the areas of office management, fiscal management, and customer relations.

In times of emergency response, the Procurement and Admin Specialist may become part of the Response Team depending on her/his expertise and training with prior agreement with her/his supervisor. This role must be clearly defined, agreed and supported with appropriate training, coaching or exposures and a plan to cover her/his responsibilities is in-placed while on a special assignment.

Responsibilities

• Determine the proper sources and suppliers of Goods, Works and Services (GWS) its availability, terms of sales and mode of delivery to support and ensure timely implementation of the organization’s deliverables.
• Prepares, coordinates and conducts negotiations with suppliers to achieve business objectives. Negotiate the best pricing and terms of sales for the organization.
• Recommends and or selects the best bid/offer among potential suppliers.
• Regularly monitors requests for buyer’s actions in ProVision that may hinder timely generation of Purchase Order through the system. (e.g. PO to be sent manually, missing delivery address information, etc).
• Monitors suppliers’ timely delivery of orders and ensure receipts of GWS are documented as per defined procedures.
• Maintains good level of professional relationship with suppliers as well as strong partnership with internal customers.
• Reviews requisition and ensure accuracy of terminology, and completeness of specifications.
• Work with the assigned projects in the development of the annual procurement plan and its regular review, monitoring and updating process.
• Closely coordinate with customers to ensure advance preparation and planning process for special/complex purchasing projects/requirements. Attends projects/APs regular team meeting.
• Provide guidance to stakeholders (customers and suppliers) on Source to Pay process and systems improvements and update.
• Ensure competent, quality and compliant execution and monitoring of all purchasing transactions
• Monitors and manages claim to suppliers for defectives, shortage, missing parts.
• Closely coordinate purchasing details with stakeholders (requestor, suppliers, logistics) such as delivery schedule, pricing revisions, order cancellation/change and delivery and invoice discrepancies.
• Reviews purchase order claims and contracts for conformance to WV policy; resolves problems and issues arising from purchase of services, supplies and equipment in close coordination with the supervisor as needed.
• Manage hard and soft copies of supplier’s registration documents, contracts, suppliers’ invoice and delivery receipts and other purchasing documents.
• Coordinate with Shared Services Center for the Supply Master Data Update and Maintenance (Item, Contract and Suppliers).
• Facilitates strategic sourcing for low spend – high volume items and other categories to be assigned and as allowed for Grant Funded Project.
• Ensure consistent and compliant implementation of supplier registration process; monitors contract duration and supplier performance against the Contract Terms & Conditions.
• Participates in the review and assessments of suppliers.
• Performs identified administrative support to Cluster Office in the areas of business permit application; support to common asset inventory, office maintenance and office location transfer.
• Sets and defines periodical or annual performance accountability and deliverables under the supervision of immediate supervisor.
• Submits monthly reportorial requirements to immediate supervisor.
• Models biblical ethics, Christian values and beliefs in action and lifestyles while in and out of duty.
• Demonstrate an understanding of and commitment to World Vision’s Core Values in the approach to work and relationships.
• Support emergency response as necessary.
  
  

Qualifications

• Bachelor Degree in Supply Chain Management, Industrial Engineering, Business Administration or any related field.
• At least Two (2) years’ experience in purchasing a variety of general and specialized items, shipping and receiving, and basic accounting.
• Knowledgeable with modern office methods and equipment; operation of personal computer; software programs including word processing, spreadsheet tools, presentation documents and use of procurement software.
• Strong knowledge of Source to Pay Process.
• Strong analytical and negotiation skills.
• Familiar with modern purchasing methods, procedures, and specifications preparation; methods and techniques utilized in analyzing the quality of services, supplies, and equipment; sources of purchasing information; budgets and revenue control.
• Experience performing detailed work related to requisitioning a wide variety of goods and services; informed on new technology products, market conditions and current prices.
• Competent at interacting with the public in a respectful, courteous and friendly manner and maintaining effective working relationships; demonstrate sensitivity to and respect for a diverse population.
• Has wide/varied experience in the field of procurement and logistics;
• Has performed complex administrative work in the support of purchasing and inventory control functions.
• Has maintained and prepared records, files and reports; communicates effectively in English both oral and written forms; follows and gives oral and written directions.
• Ability and willingness to travel domestically up to 20% of the time.
  
  

Applicant Types Accepted

Local Applicants Only