With over 70 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 them in the day-to-day work.
End Results
Adherence to business requirements in fulfilling procurement needs.
Activity
Planning: 10%
Participate 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
End Results
A complete Annual Procurement Plan for the respective cluster office.
Activity
Strategic Sourcing: 15%
Advice 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.
End Results
Procurement Committee meetings are held as per schedules (based on the sourcing plan).
Ensure categories for strategic sourcing are identified.
Ensure sourcing standards and threshold policy is well adhered to.
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. 4. Collect feedback on supplier performance as per the established SPM guidelines.
End Results
Availability of accurate and complete Master Data records (either in system or paper).
Ensure supplier performance management for high value spend on the allocated cluster is done and well documented.
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. Ensure all open PR’s are processed within reasonable time Follow up for delivery of goods and services on time.
End Results
Ensure the provision metrics performance key indicators are achieved.
Activity
Data Management, Analysis and Reporting: 10%
1. Collect and organize data from projects and business units.
2. Analyze 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
End Results
Availability of information for supervisors to take decisions.
Availability of information to Cluster office for awareness and decision making
Activity
Process, Procedure and Policy: 10%
Work with supply chain advisor to manage Internal customer satisfaction Collect data to support performance scorecard reporting (i.e. KPIs
End Results
Adherence to Process, Procedure and Policy in fulfilling procurement needs.
Guide user department on the collect procurement procedures to be followed.
Activity
Control and Compliance: 10%
1. Maintain proper filing and record keeping as per the guidelines set by the management.
End Results
Procurement Records well maintained for future reference.
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
End Results
Follow up with fields offices and accounts payable teams to ensure timely payment of suppliers.
KNOWLEDGE/QUALIFICATION FOR THE ROLE
Required Professional Experience
At least 02 years’ experience
Required Education, training, license, registration, and certification.
1. Bachelor’s degree in Procurement and logistics, Supply chain or relevant studies
2. Two years of experience in Procurement and Logistics or Accounting field
Preferred Knowledge and Qualifications
- Basic computer skills (Ms. Word/ Excel/Spreadsheet/ Internet, PowerPoint)
Travel and/or Work Environment Requirement
YES
Language Requirements
English
Swahili
KEY WORKING RELATIONSHIPS
Contact (within WV or outside WV)
Program Staff, Finance Dept, Program Managers
Reason for contact
-Supporting in Procurement Planning Process
Frequency of contact
(Annually)
Contact (within WV or outside WV)
-Clarification on PRs
Frequency of contact
(Daily)
Contact (within WV or outside WV)
Feedback on procurement of goods and services
Frequency of contact
(Daily).
Contact (within WV or outside WV)
Suppliers
Reason for contact
- Quotation sourcing (Daily)
- Delivery Follow Up (Weekly)
Contact (within WV or outside WV)
Supply Chain Advisor
Reason for contact
-Report on status of procurement for the allocated Cluster office
Frequency of contact
(Weekly)
DECISION MAKING
Replenishment of stock for commonly used items
CORE COMPETENCIES –
☒ Deliver Results
☒ Build Relationships
☒ Be Accountable
Applicant Types Accepted:
Local Applicants Only
