Procurement, Supply and Logistics, Travel and Transportation
Deadline:
12/07/2024
JOB DESCRIPTION
We are seeking a Procurement & Travel Specialist for a regular position to work within the Procurement & Travel Department at the International Vaccine Institute in Seoul, Korea. (Duty station: Seoul, Korea)
Job Description
This position is responsible for managing and executing procurement, supply, travel and logistic services to ensure that the procurements an travel activities are in compliance with IVI’s policies and procedures.
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Key Roles & Responsibilities
1. Manage procurement and travel requirements within budget and timeline
Source, execute and manage procurement of official goods, works, services and travel products from request to payment.
Negotiate procurement/travel contracts with suppliers for the best possible terms and conditions.
Prepare legally binding contracts with suppliers and oversee the process that goods and services are delivered to the level stated in the contract and IVI procurement policy.
Forecast demand, actively seek to consolidate demand, optimize category procurement and employ best practices for each category of goods and services.
Control import and export process of official goods and biological materials by identifying the risks and ensuring complying with the laws and regulations of the countries where goods and bio materials to be shipped/received.
Monitor and ensure compliance with purchasing/travel policies, procedures and internal controls.
Resolve complaints from end-user on product and delivery
Produce reports on performance and provide comprehensive management information and in-depth analysis including spending analysis, secured and potential savings for forecasts and budgets.
Advise and provide guidance to IVI staff with the most updated customs clearance laws and regulations.
2. Manage vendor
Build comprehensive sourcing network and constantly strive to find better source of supply
Conduct performance review of key vendors
Manage travel agencies including all operational, technical issues, reporting systems and adherence to policy
Provide vendors with training and education to comply with institute procurement/travel policies and procedures
3. Improve policies and procedures and manage system
Manage procurement and travel related systems, online tools and contents
Provide staff training and guidance on purchasing/travel policies, procedures and system.
Recommend any improvement on procurement/travel strategy, policies, procedures and system.
Provides support in coaching, and training new members
Develops monitoring tools and department initiatives, as needed
Other assignment, as required
Job Requirements and Qualifications
1. Education Requirements
A Bachelor’s degree or equivalent
2. Related Field Work Experience
5+ years
3. Technical and Professional Skills / Knowledge
Excellent negotiation, communication, and persuasion skills
Good knowledge of general procurement procedures
Good knowledge of ERP, Excel, Reporting System
Knowledge of international sourcing, international trade
Knowledge of international and local procurement/contractual law