Procurement & Administration Manager - READVERTISEMENT Location: [Africa] [Lesotho] Town/City: Leribe Category: Supply Chain Job Type: Fixed term, Full-time Group: SUPPLY CHAIN MANAGEMENT UNIT Location: NATIONAL OFFICE Reports to: FINANCE & SUPPORT SERVICES MANAGER Provides supervision to: Procurement Officers (2), Fleet & LOGISTICS Officer Effective Date: 2015
Grade Level: 15 Financial Authority / budget: (amount controlled/impacted by the position) Purpose of the position: To effectively manage the Supply Chain function in line with World Visions procedures in order to support timely implementation of World Vision Lesotho Programmes /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. Communicate World Vision's Christian ethos and demonstrate a quality of spiritual life that is an example to others. Major Responsibilities: Key Outputs/Responsibilities (Accountabilities and results) Weight (%) 1. Planning and Control Page 2/19
Develop supply chain planning, procurement (sourcing and buying) in accordance with WV procurement policy and procedures and donor guidelines in a cost effective manner. Provide supply chain expertise to ensure integration of supply chain management in program planning, design and implementation. Produce World Vision Lesothos consolidated annual procurement plan Lead the design of detailed supply chain process flows and roles and responsibilities for each supply chain process step. Drive sourcing and procurement process improvements through elimination of variations and waste, focusing on continuous process improvement. Raise awareness and support the benefits of more transparent, proactive purchasing processes, update and review the World Vision International (WVI) procurement manual for the local national office context. Maintain awareness of economic and industry situations and trends, which may impact the effectiveness of purchasing policies or procedures. Lead benchmark activities to ensure WVl practices are industry leading. Gain an understanding of the current challenges and underlying issues resulting in inefficient supply chain processes by interviewing an agreed list of WV Swaziland stakeholders (including: program management, sector heads, functional heads, finance, procurement, logistics). Update supply chain practices in accordance with new or changing environmental policies, standards, regulations, or laws Page /19
Perform secretarial duties including proper filing and security for the Tender/Purchasing Committee documents Coordinate Tender/Purchasing committee meetings periodically and ensure comprehensive review of tender documents with sufficient evidence in place 0 2 Stewardship, Accountability and Quality Supply Chain Management Processes Coordinate pre qualification of suppliers to create suppliers database, maintain and update regularly the database Produce the Purchase Order Tracking Tool Reports on a monthly basis Management of data and process integrity including ability to perform simple to complex system and data analysis requirements to drive enhancements to current process functionality. Manage supplier performance to assess ability to meet quality and delivery requirements and meet with suppliers to discuss performance metrics, to provide performance feedback Complete supply chain project level activities in a timely and professional manner with sufficient attention to detail in deliverables and regular thorough reporting and project communication.
Promote continuous communication and successful working relationships with other functional areas within the organization and outside vendors which effect the Supply Chain function and effectiveness. Direct the effective utilization of financial, human, and other organizational resources to intelligently buy goods and services Liaise with finance department and ensure invoice payment is done in a reasonable time with all necessary supporting documents attached and approved. Develop and manage supplier/service contracts in liaison with relevant stakeholders in order to ensure timely and quality work is completed before payment is processed Oversee anticipated purchasing actions including research of order requirements, specification development, solicitation of bids, assessing supplier capabilities and terms, negotiation of contracts, order placement and final contract(s) awarding Manage procurement processes for grants in line with donor expectations and grants agreement Prepare and submit monthly, quarterly and annual reports for the operations of the Supply Chain Unit in a timely manner 0
Risk Management Develop a ministry-wide risk assessment project (MWRAP) for supply chain unit and provide continuous updates Lead Supply Chain unit in monitoring and implementation of audit recommendations in a timely manner Manage adherence to ethical procurement standards and compliance with organizational quality levels for all goods or services purchased. Ensure competitiveness and achieve/obtain value for money in supply chain processes Manage quality review of procurement plans, purchase requisition forms, bid analysis, purchase order before procurement Manage suppliers and service providers in liaison with finance department to preserve good name and image of the organisation Maintain proper filing and record keeping for supply chain activities 20 4. Capacity Building and People Management Provide staff supervision, staff development plans and performance management in working with People and Culture (HR) Department for the supply chain unit Page 6/19
Run supply chain management training workshops for end users and the SCM and train trainers who will be able to deliver further SCM process training. Lead the Fleet Management and Administration unit Oversee the interviewing, hiring and effective training of staff on supply chain processes 15 5. General Areas Attend and participate in daily devotions, retreats and weekly Chapel services. Perform other related duties assigned to enhance World Vision Swaziland Ministry 5 TOTAL 100 PROFILE: Core Capabilities: (proficiency levels; 1=developing 2 =proficient =advanced)
Core Capability Proficiency level (1, 2, ) Examples of advanced proficiencies (A full list of indicators available in Core Capabilities into Job Descriptions A Managers Guide) Indv Ldr Achieving Capabilities Achieving quality results and service Example: The SCM Manager should be accountable for and be able to effectively communicate all the Procurement processes; and maintain integrity with suppliers. Practicing accountability and integrity
Communicating information effectively Thinking Capabilities Thinking clearly, deeply and broadly Example: Understanding the Humanitarian industry Understanding WVs mission & operations
Practicing innovation & change Self-managing Capabilities Demonstrating Christ-centred life and work Example: Learning for growth and development Maintaining work/life balance Relational Capabilities
Building collaborative relationships Example: Practicing gender & cultural diversity Influencing individuals & groups QUALIFICATIONS AND COMPETENCIES The following may be acquired through a combination of formal or self-education, prior experience or on-the-job training: University degree in business administration, science, engineering, technology or supply chain management or equivalent experience and professional qualification in supply chain management Minimum eight (8) years professional work experience with progressively more
responsibility relevant to supply chain issues At least two (2) years working in cross-cultural environments and demonstrated ability to adapt to international project work At least years of experience in Management level Vocational or professional society membership (Chartered Institute of Logistics and Transport or Council of Supply Chain Management Professionals) and certification desired Basic operational experience in global supply chain management, business process improvement, project management and team based organizational change management Demonstrated SCM technical skills required: Current knowledge of the latest developments and technology in the supply chain management field, preferably in various global industries Experience with sourcing, material planning & forecasting, procurement, vendor management, contract negotiations and administration Experience overseeing daily internal/external warehouse and transport operations, inventory management and logistics support. Familiarity with basics of fleet management, customs clearance and third party logistics preferred Comprehension of supply chain performance measures in finance, operations and customer performance. Balanced scorecard experience preferred
Experience in business and program analysis and possessing good analytical and negotiating skills Able to work independently and results-oriented Proven ability to conceptualize, plan and execute ideas as well as transfer knowledge and skills Ability to clearly and concisely express ideas and concepts in written and oral form Demonstrated leadership and teamwork abilities Good knowledge in computer skills, including internet navigation and various office applications Fluency in English required Understands and is committed to WVs vision, mission and core values Strategic thinking capability across various business functions High level of diplomacy skills High degree of negotiation and persuasion skills. Ability to strongly represent WV with internal and external Clients and other major stakeholders. Have a valid drivers license PERSONAL PROFILE Procurement Skills:
Familiarity with strategic sourcing methodologies Understanding of procurement planning and purchasing operations Purchase to Payable process design and implementation (ideal) End to end supply chain process & operations (procurement to logistics) Distribution, Transportation and Fleet Skills: Warehouse management Inventory management rd Party Logistics Service Provider relationships Familiarity with distribution planning, transportation optimization and network modeling methodologies Fleet Management and Maintenance Project Management Skills: Financial management Quality management Issue & Risk management
Knowledge management Consulting Skills: Highly customer service orientated Ability to explain complex concepts in simple terms to a diverse client team (senior executives and procurement professionals) - required Experience facilitating workshops and running training sessions Process design experience (strategic sourcing and/or procurement processes ideal) Technical Skills & Abilities: Basic computer skills (MS Office, database management). Demonstrated ability in supervision Working knowledge of procurement services and practices is an added advantage. Good planning and organizational skills CORE COMPETENCIES Achieving: Page 15/19
Develops a culture of excellence Ensures ministry purpose and goals are clearly stated Invites stakeholders to join goal setting and evaluation Encourages and supports initiative, impact and drive Accountable Steward: Keeps appropriate records and accounts Measures performance against agreed standards Inspires trust within/outside the organisation Develops high levels of credibility and accountability Compelling Communicator: Facilitates appropriate information flow amongst staff Ensures personal verbal communication is clear and convincing Expresses self clearly in all forms of writing Communicates persuasively to all stakeholders
Strategic Thinker Identifies critical issues facing the program Leads effective long and short term planning Ensures that effort is focused on priority areas Humanitarian Professional: Ensures all staff are oriented to WV core documents (vision, mission, core values, Covenant of partnership and ministry policies) Aligns team goals with vision/mission/strategy Passionate spokesperson for WVs child-focused work with stakeholders Develops and maintains appropriate networks and partners in the humanitarian industry Builds on WV experience to contribute to national, international and donor standards, guidelines & procedures Change Catalyst Invests in continuous improvements to work and quality Christ-Centred Servant Leader Page 17/19
Consistently represents WV as a Christian organisation Demonstrates Christ-centred life and work Models Biblical ethics and principles in action and lifestyle Must be a committed Christian, able to stand above denominational diversities. Self-Manager Negotiates work, family and other commitments assertively to achieve sustainable work/life balance Ensures staff balance work, family and community commitments Team Alliance Builder Inspires high levels of team performance Deals with conflict to bring co-operation Inspires open and trusting networks of relationships Forms long term cooperative relationships Influential Advocate Ensures internal advocacy is clear and effective Page 18/19
Powered by TCPDF (www.tcpdf.org) Uses different styles to influence individuals and groups Seeks clarity on other peoples points of view Takes persuasive stand on difficult issues Working Environment / Conditions: Work environment: Office-based with frequent travel to the field Travel: 20% Domestic/international travel is required. On call: 20% Page 19/19