Supply Chain Specialist at World Vision Tanzania

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

Key Responsibilities:

JOB PURPOSE

To effectively manage the Supply Chain function in line with World Vision’s procedures in order to support timely implementation of World Vision Programs/Projects that will have the greatest impact on process improvement, simplification, standardization and cost containment thus ensuring the achievement of the Child Well Being Outcomes.

MAJOR RESPONSIBILITIES

Activity

Planning (10%)

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

End Results

Timely procurement of good and services.

Activity

Strategic Sourcing (10%)

• Execute the Market Assessment and Supplier Pre-Qualification process as per 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.
• Supervise the procurement processes and assist work relating to sourcing through needs assessment & spend analysis
• Lead on the preparation and review of Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process.
• Facilitate Procurement Committee meetings and ensure that proper documentation is maintained.
• Lead on all grants related procurements.

End Results

Business efficiencies achieved

Activity

Supplier relationship and contract management (10%)

• Accurately complete the master data management form (or contract/supplier register)
• Lead on Monitoring and completing contract close-out, renewal or retender, as appropriate for the assigned categories
• Ensure that contractual conditions and performance indicators are understood by the suppliers.
• Identify & resolve or escalate contract-related issues both internally and externally.
• Analyse supplier performance based on customer feedback information & other sources and coordinate with supplier for improvement.
• Contract Implementation management based on the contract terms and conditions and SLA

End Results

WV uses Standard / vetted contracts and managed, maintaining healthy supplier relationship.

Activity

Procurement Execution (10%)

• 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 Polices and guidelines in Supplier Award decisions under the applicable threshold.
• Manage PO Change requests coordinating with Requesters, Budget Owners and Suppliers.
• Ensure that all Purchase requisitions are processed within the required timelines to ensure that goods, services and works are delivered at the right price, time and place.

End Results

Timely and quality delivery.

Activity

Data Management and analysis (10%)

• Collect and analyse organization-wide supply chain data to support decision-making
• Provide support in the implementation of the business metrics to monitor SCM performance and alerting management when the performance trigger is violated
• Conduct spend analysis to support strategic sourcing activities, and Supplier Relationship Management
• Prepare/review summary report of supplier bid responses for Procurement Committee award decision meetings

End Results

Operational Data is collected, analyzed, interpreted and well managed meeting the SCM Targets.

Activity

Process, Procedure and Policy (10%)

• Conduct all procurement related tasks as per the approved procurement policies, processes and guidelines.
• Advice management regarding any challenge / risks / impractical guidelines.
• Collect customer feedback relating to the policies, processes and guidelines, and report to National Office Management for improvements or change
• Review with Partners / Sub-Grantees, their SCM Policies and procedures. to identify any gaps, document them under assessment reports, and capture under capacity building plans.

End Results

Continuous improvement culture is embedded

Activity

Systems Development & Implementation (10%)

Collect and collate useful data which can be used to improve the general systems established and communicate this information to immediate Supervisor.

End Results

Quality data is available for decision making

Activity

Control & Compliance (10%)

• Develop risk identification & assessment tools, registers and other tools and assess SCM related risks in risk connect.
• Ensure everything is done on the provision system including filing and record keeping process for supply chain activities and ensure procurement audit trail is always available.
• Monitor adherence to control measures and compliance with WV supply chain policies and guidelines.
• Escalate any form of breach of controls, frauds, non-compliance, misappropriation of WV funds and assets related to SCM identified during the monitoring process.
• Escalate any form of breach of controls, frauds, non-compliance, misappropriation of WV funds and assets related to SCM identified during the monitoring process.;">undefined
• Implementation of agreed audit recommendations in the procurement process as per the guidance given by the HoD.
• Review Partners / Sub-Grantees, internal control system in the procurement process to identify any gaps, document them under assessment reports, and capture under capacity building plans.
• Periodically monitor the progress on implementation of recommendations and update the management of all parties

End Results

All Risks emanating from procurement are mitigated.

Activity

Training and capacity building (10%)

• Conduct Partners' / Sub-Grantees' capacity assessment and capacity building plans as per set framework / guidelines.
• Train the Partners / Sub-Grantees based on the approved capacity building plan, monitor progress. Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management.
• Coordinate, participate in, and/or train staff from Supply Chain Staff and other WVI Departments on WVI Procurement Policies, Processes, and Systems

Activity

Supervision of staff (10%)

• Manage the performance of direct reports through performance reviews, frequent conversations and other method as appropriate. Be courageous in providing coaching or feedback for continuous performance improvement.
• Ensure direct reports in Supply Chain understand Procurement Policies, Processes, and Systems.
• Plan and coordinate departmental meetings to review status of tasks and update
• Lead monthly appropriate review meeting to address open procurement issues/performance and provide solution.

Any other duties

• Participate in committee & Task forces requiring supply chain input or guidance. 
• Any other duty that may be assigned by the supervisor or designee

KNOWLEDGE/QUALIFICATIONS FOR THE ROLE

Required Professional Experience

• University degree in Business Administration, Procurement or similar degree, or equivalent experience
• A master’s degree in a relevant field will be an added advantage.

• Certified Procurement and Supply Professional (CPSP) by the Procurement and Supplies Professionals and Technicians Board (PSPTB)
• At least 3 years' experience in Procurement or Supply Chain with experience in managing staff
• Computer literate with excellent working knowledge in MS Office.
• Experience in working with Enterprise Resource Platform (ERP’s)

Required Education, training, license, registration, and certification

Certified Procurement and Supply Professional (CPSP) by the Procurement and Supplies Professionals and Technicians Board (PSPTB) is MUST

Preferred Knowledge and Qualifications

• High professional ethics and integrity
• Good interpersonal and organizing skills

• Must be a committed Christian, able to stand above denominational diversities
• Strong communication skills.
• Experience working in the INGO at a similar role is an added advantage

KEY WORKING RELATIONSHIPS

Contact (within WV or outside WV)

Technical Teams, Departmental Leads and Requesters

Reason for contact

Providing guidance on processes, policies, systems and reports

Frequency of contact

Monthly

Contact (within WV or outside WV)

Suppliers

Reason for contact

• Send Purchase Orders
• Coordination of sourcing processes
• Follow up on customs clearance

Frequency of contact

Continuous

Contact (within WV or outside WV)

Procurement committee

Reason for contact

Decision making

Frequency of contact

Weekly

DECISION MAKING

Decision Making that do not require prior approval 

• Routine decisions within scope of work.
• Decisions related to day-to-day work within the function.
• Decisions made within policy.

Decision making that require referred to higher authority or that are controlled by the policy

• Decisions which have an impact outside of area of work and/or impact general operations.
• Exceptions to policy decisions or decisions requiring a change to policy.
• Purchasing decisions made within approval limits for this position.
• Decisions requiring input from other departments.

Describe the most common way in which this position is assigned work and how it is reviewed.

• The annual performance agreement outlines major goals.
• The manager communicates priorities and/or changes if needed.
• Progress towards goals are periodically reviewed with manager.

CORE COMPETENCIES

Be Safe and Resilient

Deliver Results

Build Relationships

Be Accountable

• Learn and Develop
• Improve and Innovate
• Partner and Collaborate
• Embrace Change

Disclaimer: World Vision does not, and will never solicit money for any part of its recruitment processes including short-listing, interviews, background, and/or medical check-ups. Please be cautious, and if you have any questions and/or would like to report what you believe to be a fraudulent World Vision recruitment person(s) or agency, please email us through www.worldvisionincidentreport.ethicspoint.com  or [email protected]

Applicant Types Accepted:Local Applicants Only