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Supply Chain Coordinator

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Activation Date: 02 Jun, 2021   Announced Date: 02 Jun, 2021   Expire Date: 12 Jun, 2021

Job Location: Herat
Nationality: Afghan
Category: Supply Chain
Employment Type: Full Time
Salary: As per WVA salary scale
Vacancy Number: WVA1117
No. Of Jobs: 1
City: Herat
Organization: World Vision International
Years of Experience: 2 years’ experience in Procurement or Supply Chain
Contract Duration: 3 Months (With possibility of extension)
Gender: Male/Female
Education: University degree in Business Administration, Procurement or similar degree
Close date: 12 Jun, 2021

About World Vision International:

World Vision Afghanistan (WVA) has been working in Badghis, Herat and Ghor provinces for more than 15 years addressing health, education and livelihood and protection issues to improve the well-being of girls and boys. The relationship with the Afghanistan government at the national, provincial, district and village levels is very strong, as is the relationship with the communities in which WVA works. Together with the government and the communities in the target areas, WVA has been working to achieve its national strategy for improving the survival and wellbeing of Afghan girls and boys through building the foundation for a better future for them, their families, and their communities.

There are five strategic sectors that World Vision Afghanistan is focusing upon in order to achieve this:  Maternal and Child Health and Nutrition, Education, Child Protection, WASH and Livelihoods.

World Vision Afghanistan is committed to safeguarding children, young people and adults, and expects all employees, volunteers, and all its affiliates to share the same commitment. We believe every stakeholder and every member of the communities we work with has the right to be protected from all forms of harm, abuse, neglect, harassment, and exploitation – regardless of age, race, religion, and gender, status as an individual with a disability or ethnic origin. WV takes diligent measures to screen out all people who might seek to use WV to harm children or adult beneficiaries, or whose past actions indicate an unacceptable risk of such harm.  Therefore, our recruitment policy and procedures include extensive identification checks and an appropriate criminal record/police background check and disclosure of criminal records prior to employment or engagement with WV in order to ensure safeguarding to the fullest extent.

Job Description:

PURPOSE OF POSITION

To effectively coordinate the Supply Chain function in line with World Vision’s procedures on  the Sourcing function to support of programme activities; to facilitate accountable and efficient procurement of goods services and works for WVI in terms of administrative spend and programmatic spend , strengthen WVI internal control systems in order to reduce breaches in the code of conducts and ensure early detection of any case that needs to be investigated; reduce losses, incidents and any potential operational or reputational risk to achieve the  best Child Well Being Outcomes

MAJOR RESPONSIBILITIES

Business Requirements

Establish a work plan for the Supply section; determine priorities/targets and performance measurements and monitor work progress to ensure that results are achieved
Familiarize with the NO Strategic Objectives and Supply Chain priorities to contribute towards realizing better outcomes
Gain visibility into NO Program portfolio and review the accuracy of Procurement Plans submitted for approved Awards during Kick Off Meetings and follow through the work plans to accelerate program delivery
Liaise with the SCM and implement the sourcing activities to procure goods/Services ensuring quality control and conformity with required specifications.

Uphold and promote understanding of the WVI Procurement Manual, SoPs and provide trainings and briefings for all field staff making sure that staff understand and apply the guidelines

Supply Planning

Review Procurement planning guidelines from Programs and Administration Units to understand the demand plan and procurement load
Lead the phasing of Purchase Requests received as per the Goods required date as specified in the Procurement Plan and ensuring timely initiation of sourcing activities
Review and ensure specifications of requirements and evaluation criteria are clear before launching the sourcing events
Advise and seek approval of internal customers of modifications from original requests, timely resolution of issues, identify alternative supply sources and resolve conflicts with deliveries and suppliers
Highlight Purchase Requests that have not been raised as per the requirement specified on the Procurement Plan

Strategic Sourcing

Review Procurement Plans and lead the Compliant Sourcing Process for establishing Frame Work Agreements for various Supply Categories
Lead the sourcing process for all infra- structural & construction Works
Lead the Market Assessment to identify, register, vet a prequalify Suppliers based on the WVI polices and process to enhance the NO supplier Database.
Develop and review Market Solicitation Tools that will generate the best sourcing outcomes, competition and transparency
Schedule the Procurement Committee Sessions as part of governance Sessions to ensure value for money principles and oversight of the entire process

Supplier Contract and Relationship Management

1. Accurately complete the master data management form (or contract/supplier register)

2. Monitor and complete contract close-out, renewal or retender, as appropriate for the assigned commodities.

3. Ensure that contractual conditions and performance indicators are understood by the suppliers.

4. Identify & resolve or escalate contract-related issues both internally and externally.

5.  Analyze supplier performance based on customer feedback information & other sources and coordinate with supplier for improvement.

Procurement Execution

1. Receive incoming Purchase Requisitions (Pending Buyer Action), verify specifications are clear, conduct sourcing event if required items are not already on contract.

2. Follow Procurement Polices and guidelines in Supplier Award decisions under the applicable threshold.

3. Manage PO Change requests coordinating with Requesters, Budget Owners and Suppliers

4. Consolidates all required documentation for presentation to Finance for timely supplier payment for materials and services delivered.

5.Optimise the use of Provision Platform with accuracy

Data Management, Analysis and Reporting

1. Collect and analyze organization-wide data to support decision-making

2. Provide support in the design of the business metrics to monitor SCM performance and alerting management when the performance trigger is violated

3. Conduct spend analysis to support strategic sourcing activities, and Supplier Relationship Management

4. Prepare summary report of supplier bid responses for Procurement Committee award decision meetings

5. Track and analyze procurement performance and savings against established target levels 

Process, Procedure and Policy

1. Conduct all procurement related tasks as per the approved procurement policies, processes and guidelines.

2. Advice management regarding any challenge / risks / impractical guidelines.

3. Collect customer feedback relating to the policies, processes and guidelines, and report to NO Management for improvements or change,

4. Review with Partners / Sub-Grantees, their SCM Policies, procedures and etc. to identify any gaps, document them under assessment reports, and capture under capacity building plans.

Systems Development and Implementation

1.Collect and collate useful data which can be used to improve the general systems established and communicate this information to immediate Supervisor

Control and Compliance

1. Participate in development of risk identification & assessment tools, registers and other tools and assessing SCM and contractual risks for procurements of goods, works or services.

2. Maintain proper filing and audit trail of procurement files and records.

3. Implement all audit recommendations in the procurement ensuring no material findings recur in the process

4. Participate in process to Review Partners / Sub-Grantees, internal control system in the procurement process to identify any gaps, document them under assessment reports, and capture under capacity building plans.

5. Periodically monitor the progress on implementation of recommendations and update the management of all parties.

Other

Cover for SCM Manager during core leave and as assigned by ND
Complete Any other assignments from Direct Supervisor.

Job Requirements:

Minimum education, training and experience requirements to qualify for the position:

  • University degree in Business Administration, Procurement or similar degree, or equivalent experience (intermediate CIPS)
  • At least 2 years’ experience in Procurement or Supply Chain
  • Experience in working with international NGO/IGOS
  • Experience in Procurement in Grants
  • Knowledge of Operating S2P System( Provision)
  • Certified by a recognized body in Purchasing & Supply

Preferred Skills, Knowledge and Experience:

  • Strong organization and negotiation skills and good attention to details.
  • Good communication and influencing skills.
  • Computer literacy including the use of Microsoft Word and Excel
  • Knowledge of the 7-Step Strategic Sourcing Process
  • Negotiation experience
  • Contract Management experience
  • Basic knowledge of local legal requirements for contracts
  • Ability to analyze and report on Supply Chain Management and financial metrics
  • Good Understanding and ability to perform of Local market analysis, supplier evaluation, total cost of ownership analysis, category strategy development & implementation
  • Good communication skills
  • Technical skills in computing and using standard software (Excel, Word, PowerPoint, Access and Internet)
  • Proven problem analysis and decision making skills
  • Ability to work in a teamGood skills in English and regional used language(s)

Submission Guideline:

The application closing date is  12-Jun-2021. Please submit your resume and one-page cover letter outlining how you meet the job requirements by email to [email protected]

Please write on the subject of your Email the Vacancy Number (WVA1117) also avoid sending an attachment of big size (above 1024 KB) if you want your application/CV to be considered.

  • Only shortlisted candidates will be invited for written test and interview.
  • Local candidates are highly encouraged to apply. 
  •   را در عنوان ایمیل خود ذکر کنید (WVA1117) لطفا کد اعلان کاری

Applications with insufficient, incomplete and inconsistent information to make a determination will not be considered.

Phone +93 402231174 | Mobile:+93 799 838 452

Dear Applicants,

Please kindly note: As a mitigation measure, and in order to prevent COVID-19 from spreading, during this time we would not be able to receive hard copies of CVs / Applications. We kindly encourage you to apply online. 

متقاضیان محترم 

منحیث یکی از تدابیر پیشگیرانه و برای جلوگیری از انتشار  ویروس کرونا، در جریان این مدت، ما نمیتوانیم درخواستی ها و خلص سوانح شما را به شکل چاپی دریافت کنیم. از همه شما خواهشمندیم تا از طریق آنلاین درخواستی خود را برایمان ارسال کنید

Submission Email:

[email protected]

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