Supply Chain, Emergency Procurement 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 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type:

International Assignment (WVI – Paid via GCLA) Fixed Term (Fixed Term)

Job Description:

The Supply Chain, Emergency Procurement Manager will demonstrate functional leadership in disaster and emergency response context to motivate and influence supply chain and Logistics Staff to adapt day to day agile emergency procurements to meet operations needs in compliance to World Vision systems, Policies, processes, procedures and controls environment to harness strategic value for money in a timely, professional and cost-effective manner in order to support timely implementation of World Vision Programs that will have greatest impact on process improvement, simplification, standardization and cost management to achieve Child Well Being Outcomes.

Major Responsibilities

Leadership And Coaching

• Motivate, influence and manage the performance of direct reports through performance goals setting, performance reviews and frequent conversations.
• On-job coaching, mentorship and feedback on continuous improvement
• Ensure all Supply Chain staff members understand Procurement Policies, Processes, procedures and World Vision Operating Systems in the office
• Plan and coordinate departmental meetings on weekly, biweekly meetings, monthly meetings, quarterly meetings review and annual departmental meeting to review status of tasks and update Senior Management Team on progress.
• Partnerships and Collaboration with internal and external stakeholders

ProVision System Adaptation (Wise Steward Spend Management)

• Conduct Refreshers Awareness Training for internal and external stakeholders
• ProVision Data Management via Coupa SIM – User Creation, SIM- Vendors Creation and records updates, Invoice Sender creation and de-activation update
• Purchase Order Management (PO Manual Submission, revise, cancel & close
• Upload all complete procurement documentations in ProVision cloud record
• Input & feedback for continuous ProVision System contextualise development

Business Requirements

• Understand WV Context, Disaster and Emergency Response Context
• Contextualize Department's business requirements and apply in the day to day procurement work to meet changing humanitarian operations dynamics.
• Understand demand & supply market dynamic in changing environment

Planning

• Coordinate integrated Annual Procurement Plans & reviews with Operations 2. Identify alternative Supply Sourcing Plan, Logistics Plan, Warehousing Plan, Dispatch Plan and Custom Clearing Plan for goods, works and services.
• Advise & seek approval of internal customers for modification from requests.
• Facilitates across all parties the timely resolution of issues that could impact meeting the needs of the operations team and communities world serve.
• Work with Suppliers & Logistics to ensure safe delivery and receipt of GWS
• Resolve conflicts with deliveries & suppliers with prior technical verification

Strategic Sourcing

• Conduct spend analysis to support strategic sourcing activities, and Supplier Relationship Management on high value procurements for goods work & service
• Execute the Market Assessment and Supplier Pre-Qualification process as per the set guidelines based on the set guidelines for the assigned categories.
• Manage the RFQ/RFP Process including baselines & price survey methodologies as per the approved framework for the assigned categories.
• Lead negotiations in procurement of goods, works and services
• Supervise the Sourcing events in the national office and Field Offices
• Convene cloud based Procurement Committee meetings, take minutes deliberation, award decision and other Committee award Documentations.

Supplier Contract and Relationship Management

• Conduct Supplier forum to manage expectations between suppliers and World Vision and common areas of improvement between parties.
• Monitor Contracts Life Cycle Management for goods, works and services and timely contract close-out, renewal or retender as appropriate in the offices.
• Track and evaluate Suppliers performance indicators via ProVision Metrics to ensure suppliers understand contractual conditions and performance indicators
• Identify, resolve & escalate contractual issues both internally and externally
• Analyse supplier performance based on customer feedback information & other sources and coordinate with supplier for improvement.

Policy, Process, Procedure and Compliance

• Conduct all procurement related tasks as per the approved procurement policies, processes and guidelines.
• Advice management regarding any challenge / risks / impractical guidelines.
• Collect customer feedback relating to the policies, processes and guidelines, and report to National Office Management for improvements or change,
• Review with Partners / Sub-Grantees, their SCM Policies, procedures to identify gaps, document in assessment report & capture capacity building plan
• Implementation agreed audit recommendations as per the guidance by HoD
• Participate in development of risk identification & assessment tools, Risk Register and SCM Contractual risks for procurement of good, work & service
• Block Party Screening: Screen Suppliers and clear possible hit matches

Training and Capacity Building

• Coordinate and conduct ProVision System Training to Supply Chain Staff, Operations Team, Finance Staff and Suppliers to understand WVI Procurement Policies, Processes, procedures and ProVision Systems adaptation
• 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.

Data Management, Analysis and Reporting 

• Collect and analyse organization-wide data to support decision-making
• Compile and Submit Weekly Requisitions Report and Bi-Weekly Reports.   
• Prepare and submit Monthly Report, Quarterly Report and Annual Report

Knowledge/Qualifications For The Role

Required Professional Experience

• Minimum of 8 years in Supply Chain Management or Logistics and Procurement and at least 4 years of relevant experience in Emergency Logistics and Supply Chain Management in Disaster Context and Emergency Response Context
• Experience managing statutory Internal Audits and donor audits in Disaster Context and Emergency Response Context
• Substantive experience working in the NGO setting with multiple donor funds and meeting different donor requirements
• Proven experience in supervision of staff within different expertise in logistics, procurement and warehouse management
• Demonstrated high proficiency in E-Procurement systems related to procurement, Logistics , Asset Disposal & Warehousing
• At least 5 years of valuable experience working in fragile and complex context
• Good knowledge and understanding of humanitarian and response work

Required Education, training, license, registration, and certification

• Excellent analytical and problem solving skills
• Ability to present information clearly and concisely in writing or verbally, with excellent written and spoken French
• Fluent in verbal and written English
• Ability to negotiate and influence, challenge and question
• Ability to create and maintain procurement, administrative, asset management systems.
• Able to prioritize own and others work to tight work deadlines.

Preferred Knowledge and Qualifications

• Master’s degree in Supply Chain Management or Master’s Degree in Procurement and Logistics Management
• Added advantage is Professional certification in CIPS UK Level 4 (Chartered Institute of Procurement and Supply)

Travel and/or Work Environment Requirement

The position will be based in Port Sudan or Darfur States dependent on visa issuance

Language Requirements

Proficiency in oral and written communications in English and Arabic

Applicant Types Accepted:

Local and International Applicants (IA's) Accepted