World Vision is a global Christian relief, development, and advocacy organization dedicated to working with children, families, and communities to overcome poverty and injustice. World Vision serves all people, regardless of religion, race, ethnicity, or gender.
World Vision International Sierra Leone (WVISL) has been operational since 1996 assisting communities with various interventions in health, education, child protection, water & sanitation, and livelihoods.
Applications are requested from suitably qualified Sierra Leoneans to fill the position of ‘Supply Chain Advisor’ in Freetown.
PURPOSE OF THE POSITION:
To effectively manage the Supply Chain function in line with World Vision’s procedures to support the timely implementation of World Vision Programs/Projects that will have the greatest impact on process improvement, simplification, standardization, and cost containment thus ensuring the achievement of the Child Well Being Outcomes.
Communicate World Vision’s Christian ethos and demonstrate a quality of spiritual life that is an example to others.
MAJOR RESPONSIBILITIES:
- Business Requirements
- Participate in developing Functional Strategy through understanding and capturing stakeholders’ needs.
- Translate the strategy into Annual Business Plans with the guidance of the Supply Chain Manager.
- Planning
- Establish and communicate priorities based on customer needs. Contribute to cross-functional planning activities
- Engage with Partners / Sub-Grantees in the procurement planning process.
- Advice on, and participate in the development of consolidated procurement plan and sourcing strategy
- Develop sources of competitive advantage to ensure that the supply chain management function supports the achievement of the organization’s source of competitive advantage.
- Advise on the Country planning process guidelines to communicate with the Operations Teams
- Strategic Sourcing
- Execute the Market Assessment and Supplier Pre-Qualification process as per the set guidelines and supervise Assessments at the Zonal / Filed level.
- Manage the Request for Quotation (RFQ/RFP) Process including baselines & price survey methodologies as per the approved framework and supervise the process at Zonal / Field Offices.
- Lead negotiations for the assigned Categories and guide negotiation strategies for the categories assigned to Coordinators.
- Supervise the Sourcing events at Zonal / Field Offices.
- Review/preparation Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process.
- Analyze and ensure that Partners’ / Sub-Grantees’ market assessment process, supplier pre-qualification process, Request for Quotation Process (RFQ/P), and evaluation process, meets World Vision / Donor requirements, and capture any gaps identified in the capacity development plans/exemption approvals.
- Facilitate Purchasing Committee meetings and ensure that proper documentation is maintained.
- Supplier Contract and Relationship Management
- Draft supplier contracts for those categories where the vetted global standard contract format is not applicable, and review supplier recommended changes.
- Ensure that contractual conditions and performance indicators are understood by the suppliers.
- Monitor and complete contract close-out, extension, or renewal, as appropriate for the assigned commodities.
- Identify & resolve or escalate contract-related issues both internally and externally, and propose improvements to the contracting process.
- Develop supplier Key Performance Indicators based on guidelines/category and monitoring process.
Procurement Execution
- Receive incoming Purchase Requisitions (PR) (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 Policies and guidelines in Supplier Award decisions under the applicable threshold.
- Manage Purchase Order Change requests coordinating with Requesters, Budget Owners, and Suppliers
- Data Management, Analysis, and Reporting
- Monitor performance of key indicators, conduct root cause analysis of low performing areas, and develop plans to improve those indicators
- Conduct cost price analysis to formulate negotiation plans.
- Analyze industry trends and market competitions to develop business improvement initiatives.
- Process, Procedure, and Policy
- Socialize and implement the approved policies (including exemptions approved), processes, and guidelines.
- Conduct regular reviews of procurement policies, processes, and guidelines to measure their effectiveness and applicability, including customer satisfaction, and report to National Office Management.
- Advise National Offices on how to manage and maintain Logistics Tool & Dashboard for metric visibility in supply chain channels and timely communication with clients
- Review with Partners / Sub-Grantees, their Supply Chain Management Policies, procedures, etc. to identify any gaps, document them under assessment reports and capture under capacity building plans.
- Systems Development and Implementation
- Prepare reports for management.
- Prepare general and detailed guidelines for the required systems
- Control and Compliance
- Develop risk identification & assessment tools, registers, and other tools and assess Supply Chain Management related risks.
- Develop proper filing and record-keeping processes for supply chain activities and ensure procurement audit trail is always available.
- Monitor adherence to control measures and compliance with World Vision supply chain policies and guidelines.
- Escalate any form of breach of controls, frauds, non-compliance, misappropriation of World Vision funds and assets related to Supply Chain Management identified during the monitoring process.
- Implementation of agreed audit recommendations in the procurement process as per the guidance given by the Head of Department.
- Review Partners / Sub-Grantees, internal control system in the procurement process to identify any gaps, document them under assessment reports and capture under capacity building plans.
- Periodically monitor the progress on implementation of recommendations and update the management of all parties.
- Leadership and Coaching
- Manage the performance of direct reports through performance reviews, frequent conversations, and other methods as appropriate. Be courageous in providing coaching or feedback for continuous performance improvement
- Ensure that all Supply Chain staff members understand Procurement Policies, Processes, and Systems
- Plan and coordinate departmental meetings to review the status of tasks and update the Senior Management Team on the progress of the departments’ functions.
- Training and Capacity Building
- Coordinate, participate in, and/or train staff from Supply Chain and other World Vision International Departments on WVI Procurement Policies, Processes, and Systems.
- Conduct Partners’ / Sub-Grantees’ capacity assessment and capacity building plans as per set framework/guidelines.
- Train the Partners / Sub-Grantees based on the approved capacity building plan, monitor progress. Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management.
WVI GENERAL CORE COMPETENCIES:
- Be Safe and Resilient
- Build Relationships
- Learn and Develop
- Partner and Collaborate
- Deliver Results
- Be Accountable
- Improve and Innovate
- Embrace Change
WVI LEADERSHIP CORE COMPETENCIES
- Model Self-Management
- Engage, Influence, Lead and Grow Others
- Run an Effective and Agile Organisation
- Develop the Organisation for the Future
QUALIFICATIONS: EDUCATION/KNOWLEDGE/TECHNICAL SKILLS AND EXPERIENCE
The following may be acquired through a combination of formal or self-education, prior experience, or on-the-job training:
Educational Level Required: University degree in Business Administration, Procurement or similar degree, or equivalent professional qualification (intermediate CIPS)
Experience: 3 years experience in Procurement or Supply Chain
- Demonstrated Supply Chain Management expertise/experience
- Ability to read and write in English
Other Competencies/Attributes:
- Must be a committed Christian, able to stand above denominational diversities.
- Attend and lead in daily devotions
- Champions Child Safe Organization practices (e.g. children are not hired to execute WV projects, report/refer cases of abuse perpetrated by staff and non-staff …etc)
- Build the capacity of staff in Supply Chain Management related issues
- Management, team-building skills required
- Perform other duties as required.
If this position appeals to you, send a letter of application with your updated CV to the email address recruitment_wvsl@wvi.org.
Application sent through other means will not be accepted. Please ensure that subject reads ‘Application for the position of ‘Supply Chain Advisor’ Referees of the successful candidate will be contacted so please include your referees’ current email and telephone numbers.
Closing Date: April 5, 2021
Only shortlisted candidates will be contacted.
World Vision International Sierra Leone takes diligent measures to screen out people who might seek to work with them to ensure they do not harm children or adult beneficiaries in the discharge of their duties. A successful candidate for this position will therefore be screened and required to sign the World Vision Child and Adult Safeguarding Policy. World Vision International Sierra Leone will also conduct a Police check for successful applicants.
WOMEN ARE STRONGLY ENCOURAGED TO APPLY