Procurement Officer

WORK CONTEXT / BACKGROUND:
World Vision is a Christian relief and development organization working to create lasting change in the lives of children, families and communities living in poverty. World Vision serves all people regardless of religion, race, ethnicity or gender. As a child-focused organization, WV’s work focuses on children, ensuring they are protected and their basic needs are met. WVV has a total income of around US$ 19,000,000 (FY18) with funding from 14 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and PNS/grants (30%). WVV employs about 440 staff, of which more than 99% are Vietnamese nationals.
In FY18, World Vision Vietnam is implementing 37 Area Programmes (APs) which operate in 5 zones: North (Hung Yen, Hoa Binh, Hai Phong and Dien Bien), Yen Bai – Tuyen Quang, Thanh Hoa, Centre (Quang Tri, Quang Nam – Danang) and South (Quang Ngai, Binh Thuan, Ho Chi Minh, DakNong). Usually, WVV’s APs focus within one administrative district of a province which populated by ethnic minority people with high rates of poverty. A uniqueness of WVV’s Development Program Approach (DPA) is that AP team members are based at district level where the AP is located, which enables them to work closely with government partners and communities on a daily basis. Beside the APs, WVV is also implementing different Private Non Sponsorship (PNS) and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.

WVV has a representative office in Hanoi, which is the work-base of about 60 staff, the Administration unit also provides support to WVV staff across the country as required.
WVV receives funding from different 13 support offices and thousands of donors, sponsors worldwide. To maintain the relationship with these partners, WVV receives and facilitates hundreds of visitors annually to their funded project/programs activities to monitor and evaluate the impact of their support. Each trip being coordinated and facilitated effectively is the main responsibility of this position.

Position Description
To coordinate and monitor the implementation of Supply Chain Management (SCM) key focus areas and Regional/Global initiatives in Strategic Sourcing and Supplier Management; analyzing and interpreting trends and observations for management action; and engagement with relevant National Office staff and other stakeholders.
To manage the procurement process: developing and executing contractual agreements with suppliers through positive relations with supplier network, effective negotiations and management of contracts.

WORK CONTEXT / BACKGROUND:
World Vision is a Christian relief and development organization working to create lasting change in the lives of children, families and communities living in poverty. World Vision serves all people regardless of religion, race, ethnicity or gender. As a child-focused organization, WV’s work focuses on children, ensuring they are protected and their basic needs are met. WVV has a total income of around US$ 19,000,000 (FY18) with funding from 14 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and PNS/grants (30%). WVV employs about 440 staff, of which more than 99% are Vietnamese nationals.
In FY18, World Vision Vietnam is implementing 37 Area Programmes (APs) which operate in 5 zones: North (Hung Yen, Hoa Binh, Hai Phong and Dien Bien), Yen Bai – Tuyen Quang, Thanh Hoa, Centre (Quang Tri, Quang Nam – Danang) and South (Quang Ngai, Binh Thuan, Ho Chi Minh, DakNong). Usually, WVV’s APs focus within one administrative district of a province which populated by ethnic minority people with high rates of poverty. A uniqueness of WVV’s Development Program Approach (DPA) is that AP team members are based at district level where the AP is located, which enables them to work closely with government partners and communities on a daily basis. Beside the APs, WVV is also implementing different Private Non Sponsorship (PNS) and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.

WVV has a representative office in Hanoi, which is the work-base of about 60 staff, the Administration unit also provides support to WVV staff across the country as required.
WVV receives funding from different 13 support offices and thousands of donors, sponsors worldwide. To maintain the relationship with these partners, WVV receives and facilitates hundreds of visitors annually to their funded project/programs activities to monitor and evaluate the impact of their support. Each trip being coordinated and facilitated effectively is the main responsibility of this position.

Position Description
To coordinate and monitor the implementation of Supply Chain Management (SCM) key focus areas and Regional/Global initiatives in Strategic Sourcing and Supplier Management; analyzing and interpreting trends and observations for management action; and engagement with relevant National Office staff and other stakeholders.
To manage the procurement process: developing and executing contractual agreements with suppliers through positive relations with supplier network, effective negotiations and management of contracts.

KEY RESPONSIBILITIES:
Strategic Sourcing & Solicitation
o Lead category strategies, approaches and sourcing plans for the Categories under his / her responsibility
o Conduct market assessments identifying suitable suppliers, market limitations, supplier power…. For the categories & document
o Get information regarding costing mechanism of the items and unbundle the cost for better financial analysis
o Develop and gather requirements / specifications from form Technical Experts
o Developing or preparing bidding document based on the standard documents as per sourcing strategies.
o Manage implementation of consistent and effective strategic sourcing process (events)
o Plan strategies for and lead negotiations with suppliers
o Preparation of Bid Analysis Documents for Purchasing Committee reviews an approval.
o Make sure all necessary correspondence (documents, mails, approvals… are properly achieved (attached to the system).

Contract Management
o Ensure approved standard agreement formats are used and any changes to the terms & conditions needs to be verified with legal and RSCM through HoD
o Monitor financial health of key suppliers and alert management of potential threats to key supplier viability.
o Use contractual terms and conditions that are required during order request and processing for the purchase of goods, work and services.
o Support to developing and nurturing relationships with key suppliers.

Tracking and Reporting
o Create monthly quality and delivery metrics and reports for suppliers to ensure they meet agreed upon standards
o Monitor & report supplier performance.
o Track and report on the agreed deliverables to the HoD.

Procurement Planning
o Develop Item catalogues for the assigned categories enabling accurate procurement planning.
o Train and facilitate the procurement planning process in the assigned projects / locations
o Review the completeness and accuracy of the Plans and consolidate the Zonal /Cluster / AP Plans
o Ensure grant requirements are understood and met in the planning process

Vendor Performance Management
o Support to Identify potential vendors and to manage suppliers to meet organization’s needs;
o Support to manage the supplier base, pre-qualification criteria and selection process. Identify and pre-qualify supply alternatives. Evaluate vendor responses and make finalists recommendations.
o Coordinate with customers in reviews and assessments of suppliers.
o Coordinate with suppliers in improving identified gaps / areas of improvements
o Arrange Pre-Bid meeting with suppliers.

Professional & Personal Development
o Demonstrating an understanding of and commitment to World Vision’s Core Values in the approach to work and relationships;
o Work and Life balance
o Current career plan that is consistent with World
o Vision’s strategic goal

Knowledge, Skills, Abilities::
- Organizing, planning, analysing and problem solving skills
- Very good computer skills for analyse data, information consolidation and track measures (excel)
- Understanding of the market trends and supplier network
- Understanding of non-profit organizations
- 1-2 years’ experience in procurement, including sourcing and purchasing in a similarly large agency in Vietnam context
- Experience working with individuals and groups

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