Supply Chain and Administration Manager at World Vision

Maputo, Maputo, Mozambique -

Full Time

Start Date

Immediate

Expiry Date

22 Feb, 26

Salary

0.0

Posted On

24 Nov, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Supply Chain Management, Procurement, Contracts Management, Logistics, Strategic Sourcing, Supplier Relationship Management, Data Management, Risk Management, Policy Implementation, Team Leadership, Training, Capacity Building, Negotiation, Performance Management, Stakeholder Engagement, Process Improvement

Industry

Non-profit Organizations

Description

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: Local - Fixed Term Employee (Fixed Term) Job Description: Business Requirements Develop Functional Strategy aligning to GSCM Strategy and RO priorities, in coordination with other Departmental and NO Strategy. Review and finalize Annual Business Plans Proactively engage with suppliers, partners, local authorities, other NGOs, clusters and stakeholders to ensure good coordination and adequate information sharing, address common concerns/problems and seek solutions. Planning Represent the SCM function on NO Strategic Planning & Annual Business Planning process Represent the SCM Function in project designs and engage in GAM meetings, Partner - Sub-Grantee Meetings ensuring SCM is engaged early enough to allow professional input during planning stage. Prepare Procurement planning guidelines align with Global Guidelines and Planning Calendar and socialize them with all Stakeholders. Review the procurement planning and prepare Consolidated Annual Procurement Plan to socialize with NO Management & RSCM and develop the Sourcing Strategy. Ensure Annual Procurement Plans are quarterly reviewed with Finance and Operation and update the Sourcing Plans accordingly. Strategic Sourcing Determine the requirement for the Category, Market and Incumbent Supplier based on the Spend Analysis and Annual Procurement Plans. Execute the reviewed and approved Sourcing Strategy. Develop the Market Assessment and Supplier Pre-Qualification process based on the global polices and process. Develop the framework in managing the RFQ/RFP Process including baselines & price survey methodologies. Lead negotiations for the High Spend Categories and develop the negotiation strategies and contracting processes for other categories. Review Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process. Ensure that Strategic Sourcing process and related controls are included in the Partner / Sub-Grantee Assessment Tools for assessment. Supplier Contract and Relationship Management Vet (through in-country legal) and finalize, Global Standard contracts for NO use. Draft & review supplier contracts for those categories where the vetted global standard contract format is not applicable, and reviews supplier recommended changes. Ensure that Key Performance Indicators (KPIs) are embedded for all Strategically Sourced contracts and managed. Resolve contract-related issues and improve T&C in contracts and the contracting process. Develop supplier onboarding process and supplier relationship management framework including the communication guidelines & Supplier continuous improvement plan. Procurement Execution Ensure all orphaned PRs waiting to be sourced are assigned to the appropriate staff and are actioned in a timely manner. Follow Procurement Polices and guidelines in Supplier Award decisions under the applicable threshold and ensure periodic review mechanism is place of the Buyers' supplier award decisions. Ensure, that all gaps are identified relating to the procurement execution (Process, system usage, disputes and etc.) and update / resolve them on a timely manner. Data Management, Analysis and Reporting Develop, track, and evaluate procurement metrics including areas of spend analytics, procure-to-pay process, operational efficiencies, and supplier performance to drive procurement strategy development and implementation. Design and communicate SCM KPI dashboard to management. Conduct regular meetings with staff on KPIs to identify areas for improvement. Monitor sourcing projects progress and produce sourcing status reports to management. Ensure that Master Data management process is built on global guidelines, ensuring the acceptancy and completeness. Process, Procedure and Policy Understand, interpret and analyse the global policies, processes and guidelines for better adoption at NO level and manage Exception Approval process. Drive the policy, process and guidelines implementation plan, defining roles & responsibilities and owners for each step in the SCM process. Ensure regularly reviews are done on the procurement policies, processes and guidelines (Source to pay (S2P), logistical, warehousing) to ensure their effectiveness and applicability and advise Regional and Global SCM Teams for possible change and /for improvement. Advise National Offices on the acquisition and use of 3PLs and 4PLs and application of INCOTERMS. Ensure adherence of SCM Policies, procedures and documentation to ensure compliance with WVI & donor regulations of the implementing Partners/Sub-Grantee are being evaluated under Partner / Sub-Grantee Assessment stage and captured them under capacity development plans. Systems Development and Implementation Maintain procedures and putting them into operation. Plan and execute testing and implementation of major systems. Ensure that databases meet user requirements. Liaise with programmers, applications/operational staff, IT project managers and other technical staff. Control and Compliance Assess criticality of the Risks identified related to SCM & Procurement and plot them in the Risk Pyramid. Develop the risk mitigation plans and embed the to the processes, SoPs and guidelines for implementation and regularly evaluate control measures. Monitor adherence to control measures and compliance with WV supply chain policies and guidelines. Coordination with regulatory authorities for better understanding of the requirements and guide SCM Unit to comply and monitor the implementation. Investigate reported cases breach of controls, frauds, non-compliance, misappropriation of WV funds and assets related to SCM and take corrective measure as per the established NO framework. Conduct root cause analysis for external and internal audit findings, prepare respond and the implementation plan and monitor. Ensure SCM Policies, procedures and internal control system is strong enough to safeguard WV funds and authorities allocated to Partners and Sub-Grantees under the partnering arrangement. Any gaps should be captured at Partner / Sub-Grantee Assessment stage and build onto capacity development plans. Administration Coordinate the updating of Fixed Assets registers at APs and National office and ensuring that it is regularly updated and reconciled with purchase documents, properly tracked and facilitate the annual inventory of the same. Ensure all WVM assets are properly recorded and updated in REAMS and the annual reconciliation is completed and approved on time. Maintain the Asset Database and provide regular updates to FSSD. Ensuring that all WVM assets are adequately insured as per the global policy to minimize risk any form of risk as a result of fire, accident, loss, flood etc. Supervise and ensure efficient management of fleet is in place by closely monitoring fuel and maintenance costs, improved trip planning and logistics processes and better coordination of trips. Leadership and Coaching Provide leadership to Supply Chain & Administration Department to ensure Our Promise strategy is embedded in the Department’s annual objective and day to day work. Manage the performance of direct reports through performance reviews, frequent conversations and other method as appropriate. Be courageous in providing coaching or feedback for continuous performance improvement. Ensure that all Supply Chain staff members understand Procurement Policies, Processes, and Systems. Plan and coordinate departmental meetings to review status of tasks and update Senior Management Team on the progress of the departments’ functions. Lead monthly appropriate review meeting to address open procurement issues/performance and provide solution. Training and Capacity Building Coordinate, participate in, and/or train staff from Supply Chain and other WVI Departments on WVI Procurement Policies, Processes, and Systems. Develop Partners' / Sub-Grantees' capacity assessment and capacity building framework / guidelines are developed, leveraging the most recent regulatory best practices. Train the SCM Team and other internal stakeholder in using the framework for capacity assessment and developing capacity building plans for Partners / Sub-Grantees. Ensure the capacity building plans are implemented, monitored and take corrective measures for identified gaps / deviations. Minimum education, training and experience requirements to qualify for the position: University Degree in Supply Chain Management, Procurement, Engineering, or Business Administration, or equivalent professional qualification (advanced CIPS) is desirable. A minimum of five (5) years of progressively responsible experience in procurement, contracts management, contracts administration and/or logistics, of which three (3) years of experience directly related to first-hand procurement and/or contracting is required. At least 5 years of experience in managing staff Overall management, ensuring that Procurement procedures are in alignment with WVI and donor regulations and that all stakeholders requests are handled in a timely and highly professional manner. Substantive experience working in the INGO sector dealing with multiple donor funds and meeting different donor requirements Applicant Types Accepted: Local Applicants Only Our vision for every child, life in all its fullness. Our prayer for every heart, the will to make it so. As a global Christian relief, development and advocacy organisation, 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. Learn more about our work at wvi.org. Our organisational culture reflects a "Partnership" of World Vision offices in 100 countries and 33,000+ staff working towards one vision: life in its fullness for every child. A career with World Vision is a God-given calling, and we believe that every staff member has been brought to World Vision for God’s purposes. Whether working from home, in an office, or with children and community members, we celebrate and embrace each staff member’s diverse background and talents – knowing that together, we can make a difference. Together, #WeAreWorldVision. Learn more about our culture. Our people are our greatest asset. Each staff member brings their unique experience and God-given talents to the organisation – and in return World Vision provides employees a competitive "Total Rewards" package tailored to the context in which they work. Learn more about benefits. Have questions about applying to a job with World Vision? See our Frequently Asked Questions.

Responsibilities

The Supply Chain and Administration Manager will develop functional strategies aligning with organizational priorities, engage with various stakeholders, and oversee procurement planning and execution. They will also manage supplier contracts, ensure compliance with policies, and lead the Supply Chain and Administration Department.