Procurement & Admin Specialist

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 31000 staff working in nearly 100 countries and share the joy of transforming vulnerable childrens life stories!

Key Responsibilities:

The Supply Chain Management and Admin Specialist is responsible for executing the full sourcing process for goods works and services across assigned categories and locations ensuring alignment with World Visions procurement policies. This role plays a key part in driving cost savings through effective supplier negotiations and market assessments to meet operational needs efficiently.

Working closely with field teams vendors and partners the specialist ensures timely receipt of requirements and delivers procurement value across the organization. The role also involves performing administrative functions in office supply management financial coordination and customer service support.

In emergency situations the specialist may be deployed as part of the Response Team provided the role is clearly defined and supported with appropriate training and coverage planning.

This is a fixed-term post for two years based in Tacloban City.

Major Responsibilities

Facilitate and support the development of cost effective sourcing plan for the Area Program based on its procurement plans forecasted demand and market intelligence to support planning and budget decisions and ensure timely availability of quality goods works and services at best overall value through structured procurement planning market research stakeholder collaboration and performance managementultimately supporting operational efficiency and the best interests of the communities served.

Development of sourcing strategies based on procurement plan/demand planning & market research and analysis.

• Facilitates procurement planning with Operations as assigned; Provide market insights & item catalogue as reference.
• Understands well the program needs and if necessary with partners in the assigned Field Office.
• For PNS/G provides relevant market insights and pricing during budget proposals as assigned.
• Reviews procurement plans; assesses & forecast demands.
• Conducts market research and analysis based on needs identified.
• Determines the proper sources and suppliers of Goods Works and Services its availability terms of sales and mode of delivery to support and ensure timely implementation of the organizations deliverables and provides recommendations to SCM officer.
• Coordinates with Operations on the results of market research to guide sourcing strategies and improve procurement decisions.
• Develops sourcing strategies.

Timely delivery and execution of planned sourcing activities at best overall value and efficiency for the best interest of target beneficiaries customers and communities being served.

• Reviews purchase requisitions to ensure accurate terminology and complete specifications and regularly monitors buyer actions in ProVision that may delay timely purchase order generation such as manual PO processing or missing delivery address information while addressing and resolving any related issues.
• Sources negotiates and selects suppliers with the best bid/offer according to LoA and WV procurement policies as well as organizes and conducts bid meetings according to set guidelines reports bid results and recommends appropriate action to SCM Officer.
• Researches and evaluates requests based on price quality and warranty and other applicable criteria to meet the need of the internal customers (understands well the program needs and if necessary with partners in the assigned Field Office; analyzes issues and concerns strengths and weakness of SCM practices in the Field Office and provides appropriate recommendations to SCM Officer).
• Awards contract to selected vendors/suppliers (ensures timely and quality delivery according to specified order in coordination with receiving team coordinates with suppliers for concerned deliveries for resolution ensures competent quality and compliant execution and monitoring of all purchasing transactions).
• Monitors & Evaluates suppliers GWS within WV Supply chain defined procedures (closely coordinates with customers to ensure advance preparation and planning process for special/complex purchasing projects/requirements).
• Monitors and manages claim to suppliers for defectives shortage missing parts (closely coordinates purchasing details with stakeholders such as delivery schedule pricing revisions order cancellation/change and delivery and invoice discrepancies resolves problems and issues arising from purchase of services supplies and equipment in close coordination with the supervisor as needed).

Stakeholder engagement

• Develops and maintains professional relationships with key suppliers.
• Continuously manages and collaborates with Operations improving rapport and professional business relationships.
• Coordinates deliveries and support receiving sourcing and market assessment activities.

Contracting negotiations & contract lifecycle management

• Initiate negotiate & facilitate contract agreement and/or Purchase Order for supplier and WV according to LoA and Grants regulations.
• Facilitates strategic sourcing for low spend high volume items and other categories to be assigned and as allowed for Grant Funded Project.
• Reviews purchase order claims and contracts for conformance to WV policy.
• Facilitates contracts via CLM in ProVision.
• Ensure contracts & SLA adhere to the agreements made between WV & suppliers.
• Monitors contract duration and supplier performance against the contract terms & conditions (endorsement of contract to implementing team coordination with suppliers for concerned deliveries for resolution & completion facilitation of contracts for renewal prior to expiry date in coordination with implementing team and proper documentation of processed contract according to WV procurement policies and guidelines supplier that includes terms & conditions request for proposals invitation to bid request for information framework agreements & contracts).

Risk Management reporting and compliance

• Conducts due diligence in accordance with WV policy and guidelines on supplier registration.
• Monitors financial health of key suppliers and alert management of potential threats to key supplier viability including their technical roadmap and business direction of suppliers.
• Ensures procurement process are compliant with grants regulations as applicable.
• Ensures supplier participation on safeguarding orientation in coordination with safeguarding team.
• Ensures supplier signed safeguarding form as needed.
• Monitors compliance of safeguarding policy of suppliers and contractors & ensures resolutions of violations with relevant team.
• Conducts capacity building to staff and other stakeholders on source to pay process and system improvements and update.
• Provides guidance to stakeholders (customers and suppliers) on source to pay process and systems improvements and update.
• Ensures that SCM guidelines are well understood and complied by all staff at all times.
• Analyzes procurement activities and initiates continuous improvement negotiate discounts standardization of processes value analysis and cooperative purchasing.
• Submits monthly procurement performance report.
• Reviews records and reports pertaining to purchasing operation for work activity monitoring staff performance evaluation and service improvements.
• Analyzes SCM related issues and concerns with Field Office stakeholders and provides solutions & recommendations to SCM Officer.

Manages long term supplier relationships

• Develops and nurtures professional relationships with key suppliers.

Performance management and growth

• Sets targets based on Supply chain annual plan including continuous improvement project initiatives.
• Submits accomplishment reports based on schedule set by the department.
• Models biblical ethics Christian values and beliefs in action and lifestyles while in and out of duty.
• Demonstrates an understanding of and commitment to World Visions Core Values in the approach to work and relationships internally with colleague and externally with partners and suppliers.

Qualifications and Requirements:

• Bachelors degree in Supply Chain Management Business Administration Logistics or related field
• At least 3 years of progressive experience in procurement sourcing or supply chain management
• Experience in research or market studies is an advantage
• Experience with NGOs donor-funded projects or large organizations is highly desirable
• Strong knowledge of Source-to-Pay process procurement planning and strategic sourcing
• Familiar with modern purchasing methods specifications preparation and market analysis
• Knowledgeable in budgets revenue control and requisitioning various goods and services
• Proficient in ERP systems (e.g. SAP Oracle ProVision) and procurement platforms
• Skilled in MS Office applications (Word Excel PowerPoint) and other office systems
• Strong analytical technical negotiation and problem-solving skills
• Excellent communication interpersonal and collaboration skills
• Fluent in written and spoken English and Filipino
• Familiar with current market conditions pricing trends and sourcing of new technologies

World Vision is committed to safeguarding all children as well as adults living where World Vision operates. We have zero tolerance for incidents of violence or abuse against children or adults including sexual exploitation or abuse committed either by employees or others affiliated with our work. Therefore World Vision does not hire staff whose background is not suitable for working with children or vulnerable adults even if their role does not interact directly with them. Each potential team member needs to understand the importance of these issues and be open to further training and guidance on our safeguarding policies and responsibilities.

Applicant Types Accepted: