Key Responsibilities:
Provide sourcing of qualified vendors that can supply the organization needs both at regular and emergency situations and to ensure implementation of organization practice on conflict of interest.
Strategic Development
Facilitating Preparation of Annual Procurement Plan in cluster level in collaboration with Zonal Procurement Coordinator and Operation.
Facilitate annual procurement planning sessions with key stakeholders.
Consolidate and report on the Procurement Plans.
Prepare Cluster Sourcing Plan aligned with Zonal 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 Lead.
Resource Acquisition & Management
Looking opportunity to build strong and strategic relation with vendor at cluster level - to reduce tactical buying.
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
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).
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.
Networking & Coordination:
Coordinate with Zone Procurement on doing procurement analysis needed for implementation of strategic sourcing.
Coordinate with NO, zonal, cluster and AP 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.
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.
Management & Leadership:
Facilitate effective teamwork, coordination and work planning.
Develop and manage annual performance agreement
Submits periodical/ monthly accomplishment report
Build and maintain positive spirit of working in team with other staff in respective unit and department
Provide Christian value and support to enrich the organization's life, faith, Christian commitments and ministry to the disadvantaged children and communities we seek to serve.
Be a role model and inspiration in managing work, communication and relationship with internal staff and external parties.
Manage all risks related to Sourcing and Procurement according to organization policies, guidelines, and standard. This includes risks in fraud, safeguarding, and other related risks.
Qualifications
The role is located in Mimika, Timika, Papua, with a preference for local applicants from the area.
Minimum 2 years experiences in procurement work, preferably has grant management knowledge in dealing with procurement and logistic. Understand the department's business requirements and apply in the day to day work
Bachelor degree in any major.
Responsive, responsible person and ability to work with tight deadline and needs.
Have knowledge about procurement of goods/logistics policy standard.
Familiar with WV business process and accountability.
Minimum of 2 years experience in Procurement.
Excellent networking and negotiation skills.
Proven track record in provision of qualified vendors.
For more information about the PASTI Papua project, please click here : About PASTI Papua
ONLY a shortlist of applicants will be contacted.
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