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  • Grants Acquisition and Procurement Specialist

    2022-09-15 08:30 - 2022-09-29 17:30

    Job title:   Grants Acquisition and Procurement Specialist

    Location:    Ulaanbaatar, Mongolia

    Full/Part-time:   Full-Time

    Fixed term/Temporary:   Fixed term

    Deadline for application:   September 29, 2022


    The purpose of the position is to 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 the timely implementation of the projects. The position holder will also support the 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 the overall procurement process will be crucial.


    Grant 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


    • Establish and communicate priorities based on customer needs.  Contribute to cross-functional planning activities.  
    • Engage with Partners / Sub-Grantees in the procurement planning process.
    • Advise on, and participate in the development of a 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 the 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 review 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 suppliers 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 Policies 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.

    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.

    Control and Compliance

    • Conduct supplier pre-qualification for all new suppliers and maintain records.
    • Participate in the development of risk identification & assessment tools, registers, and other tools and assesses 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, or 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 of Reviewing Partners / Sub-Grantees, the internal control system in the procurement process to identify any gaps, document them under assessment reports, and capture them 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.


    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 of experience in Procurement or Supply Chain
    • Demonstrated Supply Chain Management expertise/experience

    Knowledge and Skills

    • 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
    • Understanding of and commitment to World Vision Core Values

    Work Environment

    • The position requires the ability and willingness to travel often in the field up to 20% of the time.

    Please send the below documents to recruitment_mongolia@wvi.org

    • Curriculum Vitae
    • Cover Letter
    • Application From
    • Copy of Diploma(s)
    • Copy of ID card

    Other projects implemented under the World Vision Program