Purpose of the position:

To manage procurement processes for the Grant projects in line with World Vision procurement policy, procedures and Donor Guidelines to realize child well being.

Major Responsibilities:

1. Purchase requisitions

-Analyze purchase requisitions and verify existing contracts and frame agreements

-Timely update purchase requisitions with the required buyer action and documentation in line with WV Procurement policies.

2. Utilize the consolidated procurement plan to inform strategic sourcing.

3.

Sourcing

• Soliciting quotations
• Consolidating bids and support documentation for presentation to the Procurement Committee

4. Preparation and dispatch of orders:

• Assist internal users to dispatch approved Purchase Orders/contracts/framework agreements to suppliers for acceptance
• Update Weekly Order reports and communicate delivery progress to users
• Use processes that ensure that contractual terms and conditions are met during order request and processing for the purchase of materials and services

6. Data Management

Update POTT tool with all the required information at every stage of the transaction per PR for procurement of goods and services and submit to SCM manager

7. Vendor Performance Management

-Monitor supplier performance in consultation with users.

• Under the guidance of the Supply Chain Manager, conduct periodic vendor visits/meetings to identify gaps and work on addressing them

10. Expediting:

-Follow-up with suppliers to ensure timely delivery of goods and services as per Purchase order, contracts and agreements

-Manage samples provided by the suppliers and liaise with the receiving entities that goods are delivered as per samples provided and approved

-Liaise with receiving warehouses/offices about the receipt of goods and maintain proper tracking of all deliveries against purchase orders issued.

-Consolidate weekly Order reports and update users about goods delivered in the National Office to ensure timely receiving of goods & services in the system.

11. Payments:

-Request monthly supplier statements with outstanding invoices and timely dispatch them to the Finance Department.

-Provide all relevant documents for payment processes.

12. Reporting:

-Prepare and submit weekly/monthly procurement status reports in order to update the customers and other stakeholders accordingly.

13. Documentation

Ensure that all procurement processes are properly documented and Procurement Files are kept as per World Vision Field Financial Manual and WV Procurement Policy requirements

14. Participate in all meetings of the Supply Chain Management Department

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:

• Minimum Educational level required: Diploma in Procurement, Supply and Logistics or related field
• Preferred Educational Requirement: Bachelor’s Degree in Supply Chain Management/Procurement and or Logistics
• Chartered Institute of Purchasing & Supply (CIPS) Certification
• Technical Training qualifications required:
• Computer Literacy.
• Working knowledge of procurement services and practices
• Good planning and organizational skills
• Ability to maintain working relationships with staff and suppliers
• Experience: 2-3 years experience in Procurement/logistics and Supply Chain management.
• Experience in any automated procurement system would be an added advantage