Wvv Administration and Supply Chain Management

7 months ago

Hanoi, Vietnam World Vision International Full time

With over 70 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 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories

Employee Contract Type:
Local - Fixed Term Employee (Fixed Term)

**Job Description**:
MAJOR RESPONSIBILITIES

ADMINISTRATION MANAGEMENT

Strategic Inputs (5%)
- Properly develop and manage department objectives and plans in line with the National’s strategic objectives
- Prepare and regularly monitor department budgets to ensure the effectiveness and efficiency of the department

Office Administration Management (10%)
- Well manage office support services including arrangement of transportation, purchases, property maintenance, insurance, communications, hospitality to visitors and housekeeping
- Effectively coordinate and schedule usage of WVV’s vehicles, meeting rooms, equipment and all other WVV National Office assets
- Properly insure and regularly maintain vehicles and office equipment for prolong use
- Manage and maintain inventory of supplies, computers/laptops, equipment and all other properties that belong to WVV
- Conduct the physical verification of assets on an annual basis
- Fully comply the security procedures on asset safekeeping. Ensure the office security and safety
- Ensure that the office is always clean, tidy and presentable

Guest Relations (5%)
- Ensure that tickets and accommodation bookings, and other logistic arrangements as required by all visitors including Support Offices, are made in accordance with visit plans/itinerary

SUPPLY CHAIN MANAGEMENT

Planning (10%)
- Develop SCM function Strategy in alignment to National Strategy and priorities
- Review and finalize Annual Business Plans
- Prepare Procurement planning guidelines in alignment with Global Guidelines and Planning Calendar and socialize them with all Stakeholders.
- Review the procurement planning process, prepare Consolidated Annual Procurement Plan, translate it into sourcing strategy of all projects including Disaster Preparedness Plan and socialize with NO Management & RSCM for their review and endorsement
- Ensure Annual Procurement Plans are quarterly reviewed with Finance and Operation, and update the Sourcing Plans accordingly
- Ensure SCM is engaged early in grant lifecycle at Go/no Go itself providing professional inputs for project planning and designing, engage in GAM meetings, Partner - Sub-Grantee Meetings, project kick off, etc.
- Provide input and writing for procurement related aspects of the proposal

Strategic Sourcing Management (10%)
- Lead the Procurement Team to handle all strategic sourcing requests from AP and NO Departments
- Execute the reviewed and approved Sourcing Strategy
- Determine the requirement for the Category, Market and Incumbent Supplier based on the Spend Analysis and Annual Procurement Plans.
- Develop the Market Assessment and Supplier Pre-Qualification process based on the global policies and process
- Develop the framework in managing the RFQ/RFP process including baselines & price survey methodologies
- Lead negotiations for the High Spend Categories and develop the negotiation strategies and contracting processes for other categories
- Review Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process
- Ensure that Strategic Sourcing process and related controls are included in the Partner/ Sub-Grantee Assessment tools for assessment

Supplier contract and Relationship Management (5%)
- Vet (through in-country legal) and finalize, Global Standard contracts for NO use
- Draft & review supplier contracts for those categories where the vetted global standard contract format is not applicable, and reviews supplier recommended changes
- Ensure that Key Performance Indicators (KPIs) are embedded for all Strategically Sourced contracts and managed
- Resolve contract-related issues and improve T&C in contracts and the contracting process
- Develop supplier onboarding process and supplier relationship management framework including the communication guidelines & Supplier continuous improvement plan
- Proactively engage with suppliers, partners, local authorities, other NGOs, cluster and stakeholders to ensure good coordination and adequate information sharing, address common concerns/ problems and seek solutions
- Develop Partners’/ Sub-Grantees’ capacity assessment and capacity building framework/ guidelines are developed, leveraging the most recent regulatory best practices
- Provide active support, coordinate with functional departments, lead Procurement team in providing support APs/projects during emergency response in the targeted Area Programs/zone when needed to ensure humanitarian standards and accountability
- Train the other internal

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