SPIR II Supply Chain Coordinator

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 procurement 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 feedback, 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 systems

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 organisation 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, organisational structure and financial stability
• Review vendor performance as per WV policy to ensure the organisation 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, speciality procurement items and when thresholds go beyond SPIR II mandate and limit

Required Professional Experience

• Strong leadership, diplomatic and motivational skills including the ability to lead up, across and down multiple business.
• Build and maintain relationships by engaging key leaders to establish credibility, solve problems, build consensus and achieve objectives.

Required Education, training, license, registration, and certification

• Qualification required: MA/MBA/BA in Procurement and Supplies Management, Business Administration, Management or related fields Experience: 5 yrs for MA and 7 yrs for BA, at least four year at manager level, two years working in INGOs is preferable.

Preferred Knowledge and Qualifications

Excellent computer skills in Excel & Word, Demonstrated ability in support services supervision, Working knowledge of NGO operations and practices is an added advantage, Good planning and organisational skills, Tact and diplomacy in dealing with staff-related to work environment needs, Ability to maintain effective working relationships with all levels of staff and public

Language Requirements:-

English and Amharic