Key Responsibilities:
This officer will provide sourcing for qualified vendors that can supply the project needs and also implement procurement processes in alignment with donor regulations and YWVI organization policy and standards. S/he will be full-time for PASTI-Papua, with a reporting line to YWVI’s Papua Zone Sourcing Coordinator as well, following the chain of approval and review of YWVI’s procurement processes. This position will get placement at Mimika (Local Staff).
Major Responsibilities
1. Strategic Development
Facilitating Preparation of Annual Procurement Plan in cluster level in collaboration with Sourcing Coordinator and Operations of PASTI.
Facilitate annual procurement planning sessions with key stakeholders.
Consolidate and report on the Procurement Plans.
Prepare Cluster Sourcing Plan aligned with PASTI Project and National Sourcing Plan.
Execute strategic and tactical contract in Provision at cluster level.
Implement strategic sourcing plan based on approved annual procurement plan at cluster level.
Support to develop Strategic sourcing plan based on Category based on Annual procurement plan.
Prepared and update supplier data base in regular basis.
Support to Develop procurement catalogue. Review and update Item Catalogue prior to the planning process activity. Advise and familiarize Operations with the use of the Item catalogue.
Source select and negotiate for the best purchase package in term of cost saving.
Advise on Market Assessment and Supplier Pre-Qualification process as per the direction from Coordinators and Advisors. sending bid invitations, follow-up of bids, assist coordinating pre-bid meetings as per the direction from Zonal Procurement Coordinator.
Maintain all supporting documents relating to the Sourcing Events based on the document management Supervise the Sourcing events Zonal office and NO and Assistance work relating to sourcing.
Preparation of Procurement Committee submission documents based on the direction given by the Zonal Procurement Coordinator.
Availability of Procurement Plan in USAID Project ·
Procurement Plan’s Report ·
Update Supplier data base and item catalogue · Availability of all documents related to procurement Process
2. Resource Acquisition & Management
Looking opportunity to build strong and strategic relation with vendor at cluster level - to reduce tactical buying. Strategic Sourcing steps are properly followed for all assigned categories
3. Capacity Building
Provide technical advice for AP team in developing procurement plan and implementation.
Provide capacity building on procurement system and mechanism at cluster level.
Build Capacity building as specific Subject Matter Expert [SME] to support Operating Model Implementation.
Availability Tools for capacity building AP or Mitra
4. Accountability & Quality Assurance:
Provide and consolidate cluster monthly procurement report to NO
Receive, Review and confirm Purchase Requisition from user
Provide information regarding goods /works / service as subject matter expert to end user.
Work together with technical person and or department to ensure procurement plan, to set supplier selection criteria and process is aligned with their needs
Conduct vendor evaluation.
Prepare document for Procurement Committee bidding process and schedule and send invitation.
Implement bidding process at cluster level as standard, include sending invitation to bid to vendor and prepare regret letter and confirm award to selected supplier.
Review all procurement document from AP which attached in the system before submit it to Finance.
Ensure vendor lists at cluster level are updated, reviewed and appraised in a periodic of time.
Monitor spend analysis and price analysis.
Conduct Semi-annually and annually for Supplier / Vendor evaluation.
As key person in order to make sure national strategy and direction regarding procurement conduct in proper way.
Accurately complete the master data management form (contract/supplier/ item register).
Availability of Procurement Report
Availability Vendor evaluation · Availability all the documents that related to procurement Process
Manage record keeping for all contract-related correspondence and documentation (Master Data Management).
Communicate contract-related information to all stakeholders to ensure optimum usage of contracts.
Ensure all vendor BPS screened.
Maintain, monitoring, and renew Strategic sourcing document Procurement execution:
Advise on the RFP/RFQ process for spot buys as required.
Liaise with Shared Services & Finance to resolve supplier inquiries.
Ensure receiving all PR, ToR, MoU, MoA, SoW with clear specifications, financial codes, need by date and appropriate approval.
Release POs to suppliers for spot buys and assigned categories.
5. Networking & Coordination:
Coordinate with Sourcing Coordinator on doing procurement analysis needed for implementation of strategic sourcing.
Coordinate with NO, zonal, and Project on procurement process.
Develop good networking with vendors and suppliers and update their information for organization interest.
Maintain Relationship with suppliers and conduct an on-going supplier analyses to meet capacity and process needs to ensure the best interest for organization
Build an intensive communication with user to ensure accuracy of goods and services specification as received in PR manage.
Build an intensive communication with technical team, Committee team member, purchasing officer and zonal procurement.
Facilitate quarterly and annual meetings with supplier and management. Prepare weekly/monthly procurement status reports in order to update the customers and other stakeholders.
Coordinate and assessment of strategic supplier.
Collect feedback on supplier performance as per the established SPM guidelines.
Scheduled of quarterly and annual meetings with supplier and management · Availability of Collect feedback on supplier performance as per the established SPM guidelines.
Data management, analysis and reporting
Collect and organize data from projects and business units.
Analyse and check data for accuracy and produce the required reporting output in accordance to the Policies / Procedures & Guidelines as set by WV and Donor.
Perform Daily reconciliation exercises of all records and transactions performed within the same day and ensure that data validation, integrity and accuracy of data is meticulously maintained.
Consolidate all findings and convert them into useful formats as provided by SCM/Procurement Manager.
6. Management & Leadership:
Facilitate effective teamwork, coordination and work planning.
Build positive spirit of working in team, department and organization and create working environment of mutual trust, respect, and care among all staff.
Facilitate in the practice of spiritual discernment and prayers include modeling a high standard of personal biblical leadership, maturity and integrity as an example to staff and others.
Qualifications
At least two years of experience in procurement, with a preference for those knowledgeable in grant management and logistics.
Ability to comprehend and fulfill the department's business needs in daily operations.
Holds a Bachelor's degree in any field.
Demonstrates responsiveness and responsibility, with the capability to meet tight deadlines.
Possesses knowledge of standard procurement and logistics policies.
Acquainted with World Vision's business processes and accountability standards.
A minimum of two years of experience in Procurement is required.
Outstanding networking and negotiation abilities.
A proven history of securing qualified vendors.
WVI implements a Safeguarding Policy as a form of our commitment to protect children and adult beneficiaries. WVI has zero tolerance towards incidents of violence or abuse against children or adults, including sexual exploitation or abuse, committed either by employees or others affiliated with WVI work, and WVI also participates in the Steering Committee for Humanitarian Response (SCHR) Inter-Agency Misconduct Disclosure Scheme (MDS).
Applicant Types Accepted:
Local Applicants Only