Grant Supply Chain Specialist
2023-11-16 14:00 - 2023-11-30 17:30
Ulaanbaatar, Mongolia
Location: National Office
Full/Part-time: Full-Time
Fixed term/Temporary: Fixed term
Deadline for application: November 30, 2023
PURPOSE OF POSITION
The Grant Acquisition and Procurement Specialist will do overall procurement, sourcing and negotiation with suppliers in an effective and professional manner that meets with the respective donor and World Vision’s procedures and policies to ensure timely implementation of the projects. The position holder will also support grants acquisition process by providing technical support to acquisition staff especially on different donors’ procurement policies and regulations. A capacity building of grant projects’ staff on overall procurement process will be crucial.
MAJOR RESPONSIBILITIES
Grants acquisition
- Support grants acquisition process by providing technical expertise on different donor rules and regulations
- Study and explore new donors’ procurement and supply chain process and regulations
Planning
- Establish and communicate priorities based on customer needs. Contribute to cross-functional planning activities.
- Engage with Partners / Sub-Grantees in procurement planning process.
- Advise on, and participate in development of consolidated procurement plan and sourcing strategy
- Develop sources of competitive advantage to ensure that the supply chain management function supports the achievement of the organization's source of competitive advantage.
- Advise on the Country planning process guidelines to communicate with the Operations Teams
- Engage in development of proposal of Grant project / PNS
Strategic Sourcing
- Execute the Market Assessment and Supplier Pre-Qualification process as per the set guidelines based on the set guidelines for the assigned categories.
- Manage the RFQ/RFP Process including baselines & price survey methodologies as per the approved framework for the assigned categories.
- Lead negotiations for the assigned Categories.
- Execute the Sourcing events and Assistance work relating to sourcing.
- Preparation of Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process.
Supplier Contract and Relationship Management
- Draft supplier contracts for those categories where the vetted global standard contract format is not applicable, and reviews supplier recommended changes.
- Accurately complete the master data management form (or contract/supplier register)
- Ensure that contractual conditions and performance indicators are understood by the suppliers.
- Monitor and complete contract close-out, extension or renewal, as appropriate for the assigned commodities.
- Identify & resolve or escalate contract-related issues both internally and externally, and propose improvements to the contracting process.
- Analyse supplier Key Performance Indicators based on guidelines / category, monitoring process, customer feedback information & other sources and coordinate with supplier for improvement.
Procurement Execution
- Receive incoming Purchase Requisitions (Pending Buyer Action), verify specifications are clear, conduct sourcing event if required items are not already on contract, update the PR with actual supplier record and release PR for approval.
- Follow Procurement Polices and guidelines in Supplier Award decisions under the applicable threshold.
- Manage PO Change requests coordinating with Requesters, Budget Owners and Suppliers
- Ensure required documentation for PO according to WVI policies and donor regulations.
- Preparation of Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process.
Data Management, Analysis and Reporting
- Monitor performance of key indicators, conduct root cause analysis of low performing areas in assigned categories and develop and implement plans to improve those indicators
- Conduct cost price analysis to formulate negotiation plans.
- Analyse industry trends and market competitions to develop business improvement initiatives.
- Collect and analyse organization-wide data to support decision-making
- Conduct spend analysis to support strategic sourcing activities, and Supplier Relationship Management
Process, Procedure and Policy
- Conduct all supply chain related tasks as per the approved procurement policies, processes, guidelines and donor regulations.
- Advice management regarding any challenge / risks / impractical guidelines.
- Collect customer feedback relating to the policies, processes and guidelines, and report to Supervisor for improvements or change.
Systems Development and Implementation
- Prepare reports for management.
- Prepare general and detailed guidelines for the required systems
- Analyze data which can be used to improve the systems development
Control and Compliance
- Conduct supplier pre-qualification for all new-suppliers and maintain records.
- 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.
- Maintain proper filing and record keeping as per the guidelines set by the management.
- Escalate any form of breach of controls, frauds, non-compliance, misappropriation of WV funds and assets related to SCM identified during the monitoring process.
- Implementation of agreed audit recommendations in the supply chain process as per the guidance given by the line manager
- 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.
- Periodically monitor the progress on implementation of recommendations and update the management of all parties.
- Coordinate with Requesters to close out open POs in a timely manner.
Leadership and Coaching
- Support to grant projects staff to their performance through performance reviews, frequent conversations and other method as appropriate. Be courageous in providing coaching or feedback for continuous performance improvement
- Ensure that stakeholders understand Procurement Policies, Processes, and Systems
- Participate departmental meetings to review status of tasks and update direct supervisor on the progress of the departments’ functions.
Training and Capacity Building
- Coordinate, participate in, and/or train staff from Supply Chain Staff and other donors, WVI Departments on WVI Procurement Policies, Processes, and Systems
- Conduct Partners' / Sub-Grantees' capacity assessment and capacity building plans as per set framework / guidelines.
- Train the Partners / Sub-Grantees based on the approved capacity building plan, monitor progress. Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management.
KNOWLEDGE, SKILLS, AND ABILITIES
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
- Demonstrated Supply Chain Management expertise / experience
- Require practical knowledge of supply chain practices, internal controls, policies, procedures, and systems
- Require applicable knowledge of understanding of Donors’ regulations on procurements
- Good negotiation and communication skills
- Practical skills of analytic, analytic tools
- Fluency in English is preferable
- Able to work with MS Word, Excel, Outlook, Teams, and Coupa system, or similar procurement system
Travel and/or Work Environment Requirement
- The position requires ability and willingness to travel domestically up to 20% of the time.
Please send the below documents to recruitment_mongolia@wvi.org
- CV
- Cover Letter
- Application From
- Copy of Diploma(s)
- Copy of ID card
Address: 4th floor, Somang Plaza Building, 13 khoroolol, 15th khoroo, Bayanzurkh District.
Phone: 70155323 – 124, 125 and 128
Note: Only short-listed candidates will be contacted for further process.