Supply Chain Officer at World Vision International Rwanda: (Deadline 2 July 2022)

% Time

Major Activities

End Results Expected

10

Business Requirements 

1. Understand the department’s business requirements and apply in the day to day work.

Adherence to business requirements in fulfilling procurement needs

10

Planning 

1. Facilitate annual procurement planning sessions with key stakeholders

2. Consolidate and report on the Procurement Plans

3. Review and update Item Catalog prior to the planning process activity.

4. Advise and familiarize Operations with the use of the Item Catalog

Availability of complete Item Catalogs for planning process and a complete Annual Procurement Plan.

10

Strategic Sourcing 

1. Advise on Market Assessment and Supplier Pre-Qualification process as per the direction from Coordinators and Advisors. Sending bid invitations, follow-up of bids, assist coordinating pre-bid meetings as per the direction from Coordinators and Specialist.

3. Maintain all supporting documents relating to the Sourcing Events based on the document management

4. Supervise the Sourcing events and Assistance work relating to sourcing.

5. Preparation of Procurement Committee submission documents based on the direction given by the Coordinators/specialists.

Procurement Committee meetings are held as per schedules (based on the sourcing plan).

10

Supplier Contract and Relationship Management 

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

2. Manage record keeping for all contract-related correspondence and documentation (Master Data Management).

3. Communicate contract-related information to all stakeholders to ensure optimum usage of contracts.

4. Collect feedback on supplier performance as per the established SPM guidelines.

Availability of accurate and complete Master Data records (either in system or paper).

10

Procurement Execution 

1. Advise on the RFP/RFQ process for spot buys as required

2. Liaise with Shared Services & Finance to resolve supplier inquiries

3. Release POs to suppliers for spot buys and assigned categories.

Day to Day procurement operations are managed smoothly.

10

Data Management, Analysis and Reporting 

1. Collect and organize data from projects and business units.

2. Analyze and check data for accuracy and produce the required reporting output in accordance to the Policies / Procedures & Guidelines as set by WV

3. Prepare weekly/monthly procurement status reports in order to update the customers and other stakeholders.

4. Perform Daily reconciliation exercises of all records and transactions performed within the same day and ensure that data validation, integrity and accuracy of data is meticulously maintained.

5. Consolidate all findings and convert them into useful formats as provided by SSCM Manager

Availability of information for supervisors to take decisions.

10

Process, Procedure and Policy 

1. Work with SSCM teams to manage Internal customer satisfaction

2. Collect data to support performance scorecard reporting (i.e. KPIs)

Adherence to Process, Procedure and Policy in fulfilling procurement needs

10

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

Procurement operational requirements are met in system developments, modifications and implementation.

10

Control and Compliance 

1. Maintain proper filing and record keeping as per the guidelines set by the management.

Procurement Records well maintained for future reference.

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

• At least 3 years’ experience in Procurement and Logistics, or Accounting Field
• Solid working knowledge of the 7 steps of sourcing process
• Sufficient contract negotiation and implementation experience
• Ability to analyse and report on Supply Chain Management and financial metrics
• Strong understanding of market analysis, supplier performance evaluation, supplier development and management

Required Education,

training, license,

registration, and

certification

• Bachelor’s Degree in Public Procurement, Law, Business Administration, Accounting/Procurement and Logistics.

Preferred Knowledge

and Qualifications

• Well organized, with a high degree of accuracy and attention to detail
• Strong computer skills and solid background working with modern office software and reporting tools
• Forward thinking and innovative, with an ability to research, analyze and evaluate components of supply chain processes
• Self-motivated with strong communication skills and the ability to work in a fast-paced dynamic team environment