Job Description

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!

Employee Contract Type:

Local - Fixed Term Employee (Fixed Term)

Job title: Supply Chain Specialist

Contract type: Fixed-term

Location: Ulaanbaatar

Reports to: Digital Solution and Supply Chain Lead

To effectively support 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.

To manage the sourcing and negotiation with suppliers in an effective and professional manner that meets the requirements of WVIM and increase program efficiency, quality and ethical standards. All contracts are reviewed and the qualities of goods delivered to the customers are validated.

To support to line manager about his/her decision making and departments to procure right goods, works and service at the right price with efficiency manner.

10% Business Requirements

Participate in developing Functional Strategy through understanding and capturing stakeholders’ needs. Translate the strategy into Annual Business Plans with the guidance of Manager. Understand the business requirements of stakeholders and apply in the day to day work.

10% Planning

1. Establish and communicate priorities based on customer needs. Contribute to cross-functional planning activities.

2. Engage with Partners / Sub-Grantees in procurement planning process.

3. Advise on, and participate in development of procurement plan and sourcing strategy

4. Develop sources of competitive advantage to ensure that the supply chain management function supports the achievement of the organization's source of competitive advantage.

5. Advise on the Country planning process guidelines to communicate with the Operations Teams

6. Engage in development of proposals of Grant project / PNS

5% Strategic Sourcing

1. Execute the Market Assessment and Supplier Pre-Qualification process as per the set guidelines based on the set guidelines for the assigned categories.

2. Manage the RFQ/RFP/RFI process including baselines & price survey methodologies as per the approved framework for the assigned categories.

3. Lead negotiations for the assigned categories and guide negotiation strategies for the categories assigned to Specialists.

4. Supervise / Execute the Sourcing events and Assistance work relating to sourcing.

5. Review / Preparation of Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process.

6. Analyse and ensure that Partners' / Sub-Grantees' market assessment process, supplier pre-qualification process, RFQ/P and evaluation process, meets WV / Donor requirements, and capture any gaps identified in the capacity development plans / exemption approvals.

7. Facilitate Purchasing / Procurement Committee meetings and ensure that proper documentation is maintained.

10% Supplier Contract and Relationship Management

1. Draft supplier contracts for those categories where the vetted global standard contract format is not applicable, and reviews supplier recommended changes, and get approvals according to the guideline.

2. Accurately complete the master data management form (or contract/supplier register)

3. Ensure that contractual conditions and performance indicators are understood by the suppliers.

4. Monitor and complete contract close-out, extension or renewal, as appropriate for the assigned commodities.

5. Identify & resolve or escalate contract-related issues both internally and externally, and propose improvements to the contracting process.

6. Develop / Analyse supplier Key Performance Indicators based on guidelines / category, monitoring process, customer feedback information & other sources and coordinate with supplier for improvement.

20% Procurement Execution

1. 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.

2. Manage PO Change requests coordinating with Requesters, Budget Owners and Suppliers

3. Ensure required documentation for PO is attached the Provision system according to the guideline, WVI policies and donor regulations

4. Review / Preparation of Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process.

10% Data Management, Analysis and Reporting

1. Monitor performance of key indicators, conduct root cause analysis of low performing areas in assigned categories and develop and implement plans to improve those indicators

2. Conduct cost price analysis to formulate negotiation plans.

3. Analyse industry trends and market competitions to develop business improvement initiatives.

4. Collect and analyse organization-wide data to support decision-making

5. Conduct spend analysis to support strategic sourcing activities, and Supplier Relationship Management

10% Process, Procedure and Policy

1. Conduct all supply chain related tasks as per the approved procurement policies, processes, guidelines and donor regulations.

2. Advice management regarding any challenge / risks / impractical guidelines.

3. Collect customer feedback relating to the policies, processes and guidelines, and report to Supervisor for improvements or change.

5% Systems Development and Implementation

1. Prepare reports for management

2. Prepare general and detailed guidelines for the required systems

3. Analyse data which can be used to improve the systems development

10% Control and Compliance

1. Conduct supplier pre-qualification for all new-suppliers and maintain records.

2. Develop risk identification & assessment tools, registers and other tools and assess SCM related risks.

3. Develop / Maintain proper filing and record keeping process for supply chain activities and ensure procurement audit trail is always available.

4. Escalate any form of breach of controls, frauds, non-compliance, misappropriation of WV funds and assets related to SCM identified during the monitoring process.

5. Implementation of agreed audit recommendations in the procurement process as per the guidance given by the HoD.

6. 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.

7. Periodically monitor the progress on implementation of recommendations and update the management of all parties.

8. Monitor adherence to control measures and compliance with WV supply chain policies and guidelines.

5% Leadership and Coaching

1. Support to peers to their performance through performance reviews, frequent conversations and other method as appropriate.

2. Ensure that stakeholders understand Procurement Policies, Processes, and Systems

3. Participate departmental meetings to review status of tasks and update direct supervisor on the progress of the departments’ functions.

5% Training and Capacity Building

1) Coordinate, participate in, and/or train staff from Supply Chain Staff and other WVI Departments on WVI Procurement Policies, Processes, and Systems

2) Conduct Partners' / Sub-Grantees' capacity assessment and capacity building plans as per set framework / guidelines.

3) Train the Partners / Sub-Grantees / Customers based on the approved capacity building plan, monitor progress. Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management.

Applicant Types Accepted:

Local Applicants Only