Supply Chain Administrator at World Vision
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:
MAJOR RESPONSIBILITIES
Activity
Business Requirements (10%)
- Understand the department’s business requirements and apply in the day to day work.
Activity
Planning (10%)
- Facilitate annual procurement planning sessions with key stakeholders
- Consolidate 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 catalogue
Activity
Strategic Sourcing (15%)
- Advise 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 Specialist.
- Maintain all supporting documents relating to the Sourcing events based on the document management
- Coordination and preparation of Procurement Committee meetings by submission documents based on the direction given by the SCM
Activity
Supplier Contract and Relationship Management (10%)
- 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.
Activity
Procurement Execution (20%)
- 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.
- Payment preparation: Raise payment requests against delivered items/services and work with finance office to ensure timely supplier payment, Making follow ups of delays in delivery of goods/ services Communicate payment feedback to suppliers
Activity
Data Management, Analysis and Reporting (10%)
- Collect and organize data from projects and business units.
- Analyse and check data for accuracy and produce the required reporting output in accordance to the Policies/ Procedures & Guidelines as set by WV
- Prepare 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 Process, Procedure and Policy
- Work with senior SCM teams to manage Internal customer satisfaction, collect data to support performance scorecard reporting (i.e. KPIs)
Activity
Control and Compliance (10%)
Maintain proper filing and record keeping as per the guidelines set by the management.
Activity
On time payment of suppliers (5%)
- Ensure that payment documents submitted by suppliers are processed on time and suppliers payments are processed as per the agreed payment terms.
Additional Roles
Office Administration and Staff Support
- Maintain optimal office supplies for HO use
- Organize departmental meetings and record discussions for sharing and future use
- Coordinate welfare issues in the department
- Facilitating departmental visitors/clients
- Provide one point of contact for all supplier queries related to invoices \ orders and direct to the appropriate offices.
- Setting up venue for departmental and client meetings
- Provides information and responses to enquiries from user departments and other stakeholders.
- Manage departmental incoming and outgoing letters
- Hotel reservations and bookings;
Asset disposal process
- Facilitate assets valuation process
- Consolidate the assets disposal list
- Facilitated approvals for assets disposal list
- Facilitate the open tender advert for WVT assets disposal
Stores Management
- Inventory Control: Monitoring and managing stock levels to ensure optimal inventory without overstocking or understocking.
- Receiving Goods: Handling incoming shipments, checking for accuracy, and ensuring items are in good condition.
- Issue of Goods: Distributing or delivering items to departments or customers as needed.
- Stocktaking: Performing regular checks to reconcile inventory records with physical stock.
- Maintenance: Ensuring the proper upkeep of the storage facility, including cleanliness, safety, and security.
- Record Keeping: Maintaining accurate documentation of inventory levels, transactions, and other activities.
- Quality Control: Inspecting goods to ensure they meet required standards.
- Safety and Compliance: Adhering to health, safety, and regulatory requirements for storage operations.
- Manage dispatch and distribution of goods within WVT operation areas
KNOWLEDGE/QUALIFICATIONS FOR THE ROLE
Required Professional Experience
Two years of experience in Procurement and Logistics field
Required Education, training, license, registration, and certification
- Bachelor degree in Procurement and logistics, Supply chain or relevant studies
- Certified by the Procurement and Suppliers professional board (CPSP)
Preferred Knowledge and Qualifications
- Basic computer skills (Ms Word/ Excel/Spreadsheet/ Internet, Power point)
- The ability to obtain desired outcomes, using a variety of influencing strategies and tactics, and negotiate for strategic supplier relationships.
- The ability to put in place the right legal form of contract and to drive internal users to comply, manage user demand and measure and analyse service performance and supplier relationship.
- The ability to set the right performance measures for supplier/service provider to efficiently increase business performance alongside well-established monitoring and control mechanisms.
- The ability to determine the right level of relationship needed with a supplier and developing/executing the plan to build and manage such a relationship
- The ability to demonstrate compliance to policies, industry regulations and local laws.
- The ability to identify organizational risks including currency fluctuations and commodity price and implement appropriate mitigation plans that include segregation of duties.
- The ability to build the business case for change and to facilitate and implement the changes.
- The ability to plan, coordinate and deliver project and program activity.
- The ability to understand, influence and gain credibility with stakeholders in order to deliver superior business outcomes through their support.
- The ability to share information with clarity and impact using multiple channels and to foster open sharing of information throughout the organization.
- The ability to support colleagues to ensure team success, build relationships both internal and external to deliver organizational results, leveraging and respecting differences.
Travel and/or Work Environment Requirement
The position requires ability and willingness to travel domestically and internationally up 5% of the time.
KEY WORKING RELATIONSHIPS
Contact (within WV or outside WV)
Procurement Committee
Reason for contact
Advise PC on procurement issues and effective Implementation of Supply Chain Policy
Frequency of contact
Daily
Contact (within WV or outside WV)
User departments
Reason for contact
Support and advise all users on WVT policies and best practice supply chain execution
Frequency of contact
Daily
CORE COMPETENCIES
☒ Be Safe and Resilient
☒ Deliver Results
☒ Build Relationships
☒ Be Accountable
☐ Learn and Develop
☐ Improve and Innovate
☒ Partner and Collaborate
☐ Embrace Change
Applicant Types Accepted:
Local Applicants Only
How to Apply:
To submit your application, please follow the link provided below.
Senior Technical Advisor at World Vision
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!
Employee Contract Type:
Local – Fixed Term Employee (Fixed Term)
Job Description:
JOB PURPOSE
The Senior Technical Adviser – Food Assistance and UN Grants Operations for East Africa Region (EAR) takes a leadership role in food assistance and UN grants portfolio management and oversight by providing strategic guidance on how food can be used as a resource for responding to multi-sectoral needs facing the vulnerable communities that have resulted from a rise in food insecurity, malnutrition and livelihoods deficits across the region. With growing conflicts across the globe, the need for food assistance to save lives, serve as safety net, address nutrition deficiencies and protect livelihoods continues to rise. This role provides strong advisory and technical guidance to WV Field Offices prepositioning, designing or implementing food assistance programs.
Additionally, this role is tasked with advising, guiding and providing direction around the implementation of food assistance (in-kind and cash) and other UN funded multi-sector grants responding to emergency and recovery needs of vulnerable communities. It conducts critical risks analyses of countries operational environments and guides field offices to ensure accountability to communities, donors, and other key stakeholders. Moreover, this role assists field offices in pre-positioning funding opportunities from various donors through the technical oversight of quality program designs, implementation and close-out of projects promoting food assistance and other UN grants across the globe.
The Senior Technical Adviser – Food Assistance and UN Grants Operations is further expected to provide technical, macro-level thought-leadership on Emergency Response, Talent Management, Sustainable Livelihood Programming and Capacity Building in all areas of food assistance programming (including Local and Regional commodities Procurement), and UN grants management. This position requires leveraging WV’s influence and excellence in programming to advocate for increased assistance to the needy; and focuses on substantive donor engagement in close collaboration with Support Offices, DM Resource Development, SME’s and other regional sector staff (e.g. HEA, Food Security & Livelihoods, Nutrition, WASH, Children in Emergencies, Protection, etc.)
KEY RESPONSIBILITIES
FOOD ASSISTANCE AND UN GRANTS OVERSIGHT AND TECHNICAL GUIDANCE 40%
Activities
- Support field offices in developing proposals and securing funding from donors for food, cash and market assistance programs.
- Establish and maintain high standards of performance for food assistance and UN grants within geographical area of responsibility.
- Support in the development of tools, templates, and policies to improve the quality and efficiency of food assistance and UN grants implementation. Implement capacity-building initiatives to enhance the skills and capabilities of staff involved in food assistance and UN grants management and implementation.
- Provide training and support to ensure staff are equipped with the necessary knowledge and skills to deliver high-quality programs.
- Identify expertise in the areas of food assistance and UN grants for inclusion in emergency response roster.
- Provide leadership and guidance needed by Field and Support Offices in the close-out processes for food assistance and UN projects within the stipulated 90 days.
End Results
- Detailed reports on the implementation of food, cash and market assistance programs, highlighting achievements and areas for improvement.
- Field Offices align its program delivery with donor, industry and WV standards resulting in food assistance and UN grants operational excellence
- Created and distributed comprehensive toolkits and manuals for food assistance and UN grants management
- Developed and delivered training programs for staff on food assistance and UN grants best practices and compliance requirements.
- Organized capacity-building workshops and seminars to enhance staff skills and knowledge.
- Healthy talent pool in place that support food assistance and UN Grants with speed and integrity.
- Completed projects are closed within the stipulated 90 days allowing more match funds to be available for the next projects and improved financial management for each FO.
RISKS OVERSIGHT AND MANAGEMENT 40%
Activities
- Provide oversight and guidance to WV Field offices that ensures they have the appropriate capability to effectively secure food assistance resources; and to successfully implement high quality programmes which meet programme objectives with fiscal accountability.
- Ensure that all food assistance programmes and UN Grants comply with Partnership food assistance and grants management standards/procedures, respectively.
- Develop and enforce standard operating procedures to maintain high performance and accountability across food assistance and UN grants portfolios Coordinate with regional audit teams for efficient audit planning, country risks classification and information sharing.
- Conduct monthly incidents analysis of field offices to observe trends, determine risks levels and recommend sustainable mitigation actions.
- Address any issues identified during audits and implement corrective actions to ensure compliance and effectiveness.
- In collaboration with MEAL and FO leadership, ensure a robust community complaints and feedback system that informs ongoing programming modification and proactive addressing of potential risks/existing risks.
End Results
- Efficient resource management ensured and high risks areas within food assistance identified and well managed
- Partnership standards on grants management and food assistance programming met. Risk mitigation strategies are in place and regularly updated to address emerging challenges.
- Updated and enforced manuals, guidelines, SOPs for food assistance and UN grants, ensuring consistency and quality across all operations.
- Systematic and scheduled audits conducted and consensus on country risks classification
- Liabilities minimized, organizational reputation maintained and trusts built
- Food assistance and UN grants implemented in compliance with WV Partnership and donor standards.
- Robust/Fit for purpose community complaints and feedback system in place.
Coordination and Representation 10%
External coordination and strategic meetings with donors and partners.
- Actively represent WVI in external coordination structures such as clusters and working groups related to food assistance. Represent WVI in all technical conversations within your region of responsibility as it related to food assistance and UN grants operations.
- Advocate for WVI’s priorities and programs, ensuring that the organization’s contributions and needs are well-communicated and understood.
- Build and maintain strong relationships with donors and partners to secure funding and support for WVI’s initiatives.
End Results
- WVI visibility, organizational competencies and thought leadership ensured
- Secured funding agreements and partnerships resulting from successful advocacy and representation efforts.
- Developed and implemented plans for engaging with key stakeholders to support WVI’s programs.
Build and maintain strategic engagements with FO and RO teams.
- Maintain regular and strategic engagements with Field and Regional Office teams, including SLT, Senior Directors of Operations, Regional Humanitarian Emergency Affairs Directors, Resource acquisition Director and Response Directors.
- Strengthen an effective working relationship between you and the WVUS Food Security & Livelihood and Humanitarian & Emergency Affairs teams, respectively, in managing US government funded grants (USDA, RFSA, BHA, etc.) by participating and contributing in core team meetings for effective grants implementation.
- Establish effective working relationship and coordination mechanism with other GCDM and GPR sector specialists that ensures well integrated programming of food assistance, resilience & livelihood in emergencies and other sectors
End Results
- Effective and collaborative engagement maintained with Regional and Field Office Teams that enhances Food Assistance Programming Support and swift resolution of emerging issues
- Healthy relationships maintained with the WV US colleagues and emerging issues addressed in a timely manner leading to growth of food assistance and livelihood grants
- Food Assistance, Resilience and Emergency Livelihoods Programming are well integrated with other sectors across humanitarian and development landscape.
Food Assistance Thought Leadership 10%
- Serve as lead resource person within your geographical areas of responsibility to provide food assistance thought leadership and technical guidance to Field and Regional Offices, respectively.
- Act the custodian and resource person for the interpretation and operationalization of the WVI partnership food assistance manual series and all relevant guidance documents on the implementation of food assistance and un grants operations management.
End Results
- Good representation of food assistance and UN Grants management issues at regional level
- Strong utilization and proper interpretation of guidance documents.
KNOWLEDGE, SKILL AND EXPERIENCE
Required Education, training, license, registration, and/or Certification
- Bachelor degree required in the field of Project Management, Business, Operations Management, Food Sec & Livelihood, Economics or equivalent; Masters Degree in the same disciplines above is an advantage.
- 10 years experience in humanitarian work (5 of which must be in food and cash assistance management) as a manager or adviser in a country office food programming unit.
- Familiarity with both relief and development settings is a requirement.
- Formal training and specialist knowledge in Food Assistance, Cash Based Transfers, and other UN agencies partnerships related systems and procedures strongly preferred – strong knowledge of major food assistance/cash assistance donors and regulations ( WFP, UNICEF, UNHCR, UNOCHA, UNDP, FAO, USAID. USDA, EC, ECHO etc).
- Training in community mobilization, Train of Trainers/ facilitators preferred
- Ability to analyze and express ideas in a sensitive manner within the context of a humanitarian approach and must have excellent presentation skills.
- Candidates must have knowledge of emergency response guidelines and the various categories/levels classification
Required Professional Experience
- At least 10 years of experience in humanitarian work, with a minimum of 5 years in project management, technical advisory services, grant management, program design, donor relations and related fields
- Must have at least 5 years or more management role in food assistance/cash assistance/UN partnerships
- Proven track record in coordinating medium to large scale country operation.
- Extensive experience in engaging with donors, governments, and stakeholders.
- Track record of strong and positive relationships with significant food assistance stakeholders (i.e. WFP, UN agencies, NGOs and major donors).
Sector Knowledge
- In-depth knowledge of food assistance and UN grants programming in humanitarian and development settings.
- Experience in related sectors such as Health and Nutrition, Food Security and Livelihood, Child protection and Education.
Stakeholder Relationships
- Established strong and positive relationships with significant humanitarian assistance stakeholders, including major food, cash and market assistance grant donors.
- Proven ability to engage and collaborate effectively with a wide range of partners and stakeholders.
Regulatory Knowledge
- Thorough understanding of the regulatory environment and compliance requirements for food assistance programs.
Humanitarian Industry Standards
- Good understanding of humanitarian industry standards, procedures, technical approaches, thematic priorities, and funding mechanisms.
Financial Management
- Experience in budget development and management, ensuring financial accountability and cost-effectiveness.
Professional Maturity
- Professional maturity and the ability to provide counsel and expertise to Field and Regional Offices professionals.
Required Language(s) English Communication
• Excellent spoken and written English communication skills.
• Ability to effectively convey complex information in both verbal and written forms.
Additional Languages
- Knowledge of an additional international language (French, Spanish, and/or Portuguese) is highly preferred.
- Proficiency in multiple languages enhances the ability to engage with diverse stakeholders and operate in various international contexts.
Required travel and/or work environment accommodations
- The role requires at least 60% travel, including travel to fragile contexts and countries.
- The candidate must be willing and able to travel frequently to support regional and field offices, including in high-insecurity environments.
Position’s physical requirements
- Must be able to pass Hostile Environment Awareness Training (HEAT).
- Ability to able to work in remote and fragile context will limit amenities
Preferred Experience, Knowledge and/or other Qualifications
- Ability to maintain effective working relationships with internal and external stakeholders, including the donors and governments.
- Strong interpersonal skills to engage and collaborate with a diverse range of partners and stakeholders.
- Strong organizational skills to handle multiple tasks and projects simultaneously.
- Ability to work independently and deliver high-quality results with minimal supervision.
- Self-motivated and proactive in addressing challenges and achieving objectives.
- High level of cross-cultural sensitivity and awareness.
- Ability to work effectively in diverse cultural contexts and adapt to different cultural norms and practices.
- Strong mentoring and capacity-building skills to support the development of FO teams and partners.
- Ability to provide guidance, training, and support to enhance the skills and capabilities of others.
- Good analytical skills to assess complex situations and develop effective solutions.
- Strong writing skills to communicate clearly and effectively in both verbal and written forms.
- Proficiency in MS applications (e.g., Word, Excel, PowerPoint) and a good knowledge of digital collaborative platforms.
- Ability to use technology effectively to enhance productivity and communication.
Applicant Types Accepted:
Local Applicants Only
How to Apply:
To submit your application, please follow the link provided below.