Supply Chain Manager

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 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

Purpose of the position:

To effectively manage the Supply Chain function in line with World Vision’s procedures in order to support 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.

Major Responsibilities

1. Business Requirements

• Develop Functional Strategy aligning to GSCM Strategy and RO priorities, in coordination with other Departmental and NO Strategy.
• Review and finalize Annual Business Plans
• Proactively engage with suppliers, partners, local authorities, other NGOs, clusters and stakeholders to ensure good coordination and adequate information sharing, address common concerns/problems and seek solutions.

2. Planning

• Represent the SCM function on NO Strategic Planning & Annual Business Planning process
• Represent the SCM Function in project designs and engage in GAM meetings, Partner - Sub-Grantee Meetings ensuring SCM is engaged early enough to allow professional input during planning stage.
• Prepare Procurement planning guidelines aligned with Global Guidelines and Planning Calendar and socialize them with all Stakeholders.
• Review the procurement planning and prepare Consolidated Annual Procurement Plan to socialize with NO Management & RSCM and develop the Sourcing Strategy.
• Ensure Annual Procurement Plans are quarterly reviewed with Finance and Operation, and update the Sourcing Plans accordingly.

3. Strategic Sourcing

• Determine the requirement for the Category, Market and Incumbent Supplier based on the Spend Analysis and Annual Procurement Plans.
• Execute the reviewed and approved Sourcing Strategy.
• Develop the Market Assessment and Supplier Pre-Qualification process based on the global polices and process.
• Develop the framework in managing the RFQ/RFP Process including baselines & price survey methodologies.
• Lead negotiations for the High Spend Categories and develop the negotiation strategies and contracting processes for other categories.
• Review Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process.
• Ensure that Strategic Sourcing process and related controls are included in the Partner / Sub-Grantee Assessment Tools for assessment

4. Supplier Contract and Relationship Management

• Vet (through in-country legal) and finalize Global Standard contracts for NO use.
• Draft & review supplier contracts for those categories where the vetted global standard contract format is not applicable, and reviews supplier recommended changes.
• Ensure that Key Performance Indicators (KPIs) are embedded for all Strategically Sourced contracts and managed.
• Resolve contract-related issues and improve T&C in contracts and the contracting process.
• Develop supplier onboarding process and supplier relationship management framework including the communication guidelines & Supplier continuous improvement plan.

5. Procurement Execution

• Ensure all orphaned PRs waiting to be sourced are assigned to the appropriate staff and are actioned in a timely manner.
• Follow Procurement Polices and guidelines in Supplier Award decisions under the applicable threshold and ensure periodic review mechanism is place of the Buyers' supplier award decisions.
• Ensure, that all gaps are identified relating to the procurement execution (Process, system usage, disputes and etc.) and update / resolve them on a timely manner.

6. Data Management, Analysis and Reporting

• Develop, track, and evaluate procurement metrics including areas of spend analytics, procure-to-pay process, operational efficiencies, and supplier performance to drive procurement strategy development and implementation.
• Design and communicate SCM KPI dashboard to management.
• Conduct regular meeting with staff on KPIs to identify areas for improvement.
• Monitor sourcing projects progress and produce sourcing status reports to management.
• Ensure that Master Data management process is built on global guidelines, ensuring acceptancy and completeness.

7. Process, Procedure and Policy

• Understand, interpret and analyze the global policies, processes and guidelines for better adoption at NO level and manage Exception Approval process.
• Drive the policy, process and guidelines implementation plan, defining roles & responsibilities and owners for each step in the SCM process.
• Ensure regularly reviews are done on the procurement policies, processes and guidelines (Source to pay (S2P), logistical, warehousing) to ensure their effectiveness and applicability and advise Regional and Global SCM Teams for possible change and /for improvement.
• Advise National Offices on the acquisition and use of 3PLs and 4PLs and application of INCOTERMS.
• Ensure adherence of SCM Policies, procedures and documentation to ensure compliance with WVI & donor regulations of the implementing Partners/Sub-Grantee are being evaluated under Partner / Sub-Grantee Assessment stage and captured them under capacity development plans.

8. Systems Development and Implementation

• Maintain procedures and put them into operation.
• Plan and execute testing and implementation of major systems.
• Ensure that databases meet user requirements.
• Liaise with programmers, applications/operational staff, IT project managers and other technical staff.

9. Control and Compliance

• Assess criticality of the Risks identified related to SCM & Procurement and plot them in the Risk Pyramid.
• Develop the risk mitigation plans and embed them to the processes, SoPs and guidelines for implementation and regularly evaluate control measures.
• Monitor adherence to control measures and compliance with WV supply chain policies and guidelines.
• Coordination with regulatory authorities for better understanding of the requirements and guide SCM Unit to comply and monitor the implementation.
• Investigate reported cases breach of controls, frauds, non-compliance, misappropriation of WV funds and assets related to SCM and take corrective measure as per the established NO framework.
• Conduct root cause analysis for external and internal audit findings, prepare response and implementation plan and monitor.
• Ensure SCM Policies, procedures and internal control system are strong enough to safeguard WV funds and resources allocated to Partners and Sub-Grantees under the partnering arrangement. Any gaps should be captured at Partner / Sub-Grantee Assessment stage and build onto capacity development plans

10. Leadership and Coaching

• Provide leadership to Supply Chain Department to ensure Our Promise strategy is embedded in the Department’s annual objective and day to day work.
• Manage the performance of direct reports through performance reviews, frequent conversations and other method 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 status of tasks and update Senior Management Team on the progress of the departments’ functions.
• Lead monthly review meeting to address open procurement issues/performance and provide solution.

11. Training and Capacity Building

• Coordinate, participate in, and/or train staff from Supply Chain and other WVI Departments on WVI Procurement Policies, Processes, and Systems.
• Develop Partners' / Sub-Grantees' capacity assessment and capacity building framework / guidelines are developed, leveraging the most recent regulatory best practices.
• Train the SCM Team and other internal stakeholder in using the framework for capacity assessment and developing capacity building plans for Partners / Sub-Grantees.
• Ensure the capacity building plans are implemented, monitored and take corrective measures for identified gaps / deviations.

Qualifications:  Education/Knowledge/Technical Skills and Experience

• Bachelor’s Degree in procurement, business administration, or a related field
• Relevant experience of at least seven (7) years in procurement, including but not limited to: purchase planning, contract awarding, and supplier contract management for goods and services.
• Experience in international procurement, staff management, strong analytical skills, risk management, and negotiation skills are essential.

Technical Skills & Abilities:

• Working knowledge
• The ability to understand, define and shape what the operation, management and other stakeholders need
• The ability to collect data, analyze costs, internal and external financial/economic data, interpret findings and translate supply chain performance into financial and programmatic impact and identify/implement cash flow improvement opportunities.
• Ability to understand and evaluate systems and system modification and use of Office software.
• The ability to conduct market research to obtain competitive proposals from suppliers.
• The ability to create a structured plan and compelling summary of the recommended category/ sourcing strategy, based on insights that deliver advantage.
• The ability to channel/ manage volume of goods/services consumed by the business to achieve usage that is effective, efficient and minimizes waste.
• 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 analyze 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 analyze and redesign the business processes to achieve improvement in key performance measures and identify innovative means to achieve business results.
• 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.

Applicant Types Accepted:

Local Applicants Only