SPIR II Supply Chain Coordinator

Number of Position: One

Duty station;   SSPIR II Consortium Office

Strengthen PSNP Institutions and Resilience II (SPIR II) is an anticipated 5-year USAID/BHA funded Resilience Food Security Activity (RFSA) led by World Vision and including consortium partners CARE, ORDA and IFPRI. World Vision and its partners will create a strong, shock responsive ecosystem of public, private, and community level actors to support PSNP households to graduate from poverty and sustain income and food security gains in 17 targeted woredas in Amhara and Oromia regions. Building from key formative and research studies during an initial refinement period, SPIR II will use continuous learning to drive program level reflection, analysis, and adaptation.

Purpose of the position:

The SPIR II Supply Chain Coordinator will lead the development and implementation of SPIR II supply chain plans, execute procurement, monitors progress through bi-weekly Procurement Status Report (PSR) and ensures requesting units receive high quality goods and service on time.  S/he will encourage regular team meeting and conducts progress review using ‘key performance variables’ to keep procurement progress on the right track. The post holder will also be responsible to conduct market assessment and supplier pre-qualification process to exploit potential advantages from changing markets to achieve value for money.  S/he will serve as secretary for SPIR II procurement committee, plays leadership role in all technical issues and provides procurement analysis to the committee for evidence based decision.

Major Responsibilities:

Planning and monitoring/control, compliance and risk management

• Leads annual procurement planning, facilitates review and approvals  and subsequent revisions as needed
• Develops timetable for procurement committee meetings
• Actively participate in supply chain management risk identification and assessment including contractual risks for procurements of goods, works or services
• Encourages regular team meeting and conducts progress review using key performance variables or ‘five rights’ of procurement to keep progress on the right track
• Tracks implementation progress of agreed audit recommendations in the procurement process
• Ensure strong internal control system in the procurement process upholding duty segregation so that no single procurement staff have total control over purchasing activities (sourcing, bid review, approvals, receiving, etc)

Training, Capacity Building and Performance Management

• Manage the performance of direct reports through supporting  goal setting, regular feedbacks, open conversations and evaluation to boost staff productivity
• Ensure new supply chain staffs have all necessary orientation, manuals, tools and materials required for their duty
• Train supply chain officers on WV procurement policies, processes, and system

Supplier Relationship Management

•  Act as a link between WV and suppliers
• Conduct systematic vendor evaluation (pre-qualification) to identify  potential suppliers; negotiate the best deal for the organization and maintain good relationship
• In consultation with SPIR finance and WV Ho procurement (as needed) and SPIR II procurement committee, evaluate all potential suppliers before entering into supply contracts through site visits and measuring other aspects such as quality, organizational structure and financial stability
• Review vendor performance as per WV policy to  ensure the organization works with competent and reliable suppliers

Procurement Execution and Coordination

• Presents purchase quotations to procurement committee for evaluation and timely decision making
• Serves as secretary for SPIR II procurement committee, leads in all technical issues and provide analysis to the committee for decision
• Supports the procurement committee to strictly adhere to follow procurement policies, guidelines in supplier award decisions under the applicable threshold
• Manages PO change requests coordinating with requesters, budget holders  and suppliers
• Consolidates all required documents and present to finance for timely supplier payment for materials and services delivered as per the contract agreement  or PO
• Make sure all procurement related tasks are handled as per the approved procurement plan and in line with  policies, processes and guidelines
• Collect customer feedback relating to the policies, processes and guidelines, and report to SPIR II leadership for consideration in business improvement planning
• Supports PSPIR II Implementing Partners (IPs), CARE and ORDA, in international or national procurement process for certain goods and services based on their request or when recommended by the Chief of Party (COP)
• Coordinate with WVE HO procurement committee  to manage foreign purchase, specialty procurement items and when thresholds go beyond SPIR II mandate and limit

Qualifications:  Education/Knowledge/Technical Skills and Experience

Required Professional Experience:

• At least 6 years’ experience in procurement/supply chain management

 Qualification required:

• University degree in Business Administration, Procurement, Supply Chain Management or related

Preferred Knowledge and Qualifications:

• Proven experience in Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.
• Good verbal and written communication skills in English
• Knowledge of Ethiopian government procurement guidelines and Global World Vision Offices policies
• Experience in ProVision system for sourcing
• Ability to effectively work in a team

Working Environment / Conditions:

• Office based with travel to the field
• Travel: 30% Field