Key Responsibilities:
This position is responsible for daily coordination of supply chain processes, ensuring all activities with WV regulations and donor requirements, and maintaining strong internal controls, offering technical advice, from prepositioning of donor funding opportunity and aligning them to meet compliance per ministry’s standard and procedures, along with department, zonal and project. Additionally, the position provides procurement performance analysis to support Cluster/AP/Project management decisions, promoting cost-effectiveness and efficiencies aligned with global initiatives.
During emergencies, this position ensures procurement systems are in place to deliver rapid and effective responses, while maintaining accountability.
Strategy Development & Planning
- Provide support to facilitate and monitor Planning & Budgeting and Mid-Year Review.
- Conduct and review the consolidation of Annual Procurement Plan, conduct sourcing plan.
- Execute Market Assessment, Pre-Qualification, tender, contract process in compliance with procedure and regulation, conduct negotiation and update item catalogue.
- Conduct capacity building plan to local partners and improve the overall business practice regarding local partnering.
- Facilitate across all parties the timely resolution of issues that could impact meeting the needs of the requester and communities.
- Monitor, identify, evaluate alternative supply sources for goods / services not under contract.
- Provide recommendation, advice and expertise to resolve conflicts with deliveries, suppliers and requesters.
Resource Acquisition & Management/ Engagement/Project Management
- Coordinate closely with related department from opportunity funding, proposal development, start-up workshop, arrange the procurement plan and service delivery.
- Collaborate with related department to understand the resource need for the specific project & ensure the project timeline.
- Research and create networking including relationship management suppliers at Cluster/AP/Project level.
Capacity Building/ Technical works
- Conduct non-procurement staff at the Cluster/AP/Project level in using the corporate system and understanding the policies, process information, data and reports for the delivery of good programs.
- Contribute in training related to grant and/or procurement.
- Provide technical advice for AP / Cluster / Project team in developing procurement plan, strategy, and implementation.
- Improve compliance sustainability, performance monitoring, conduct continues improvement in digitalization system, e.g. supplier information management (SIM), sourcing event, contract lifecycle management (CLM).
- Provide consultation, discussion, assist and support Partners/Sub-Grantees based on the approved capacity building plan.
- Monitoring the progress with related department and produce report to management.
Accountability & Quality Assurance
Cost-effectiveness and Efficiencies
- Manage robust procurement operations at the projects in Cluster/AP/Project to promote cost-efficiency, value for money and higher yield to ministry.
- Coordinate procurement activities to meet the accountability and quality and to align with partnership/donor/statutory requirement, policies and standard.
- Lead the data management at the National/Zone/Cluster/AP/Project, reporting and analytics including become the strategic business partner who is responsive to organisational needs.
- Analyze the data & information and provide insights to key stakeholders to improve decision making.
- Monitor, review and perform compliance Blocked Party Screening (BPS) process in Watchdog or digitalization system.
- Manage and handle implementation to simplify the procurement business process and provide technical guidance to Cluster/AP/Project teams.
- Provide support for financial audit/expenditure verification for projects and Yayasan and monitor the follow up actions on the audit findings.
- Provide support procurement activities for emergency preparedness and response by coordinating with the appointed Disaster Management Team staff. Provide insights on the logistics and warehouse management.
- Coordinate & collaborate with finance team regarding low materiality spend.
Strategic Sourcing
- Create the sourcing event online at Cluster/AP/Project level based on sourcing plan.
- Manage the RFQ/RFP Process including baselines & price survey methodologies.
- Lead negotiation on any related procurement activities.
- Conduct Procurement Committee meeting and propose comprehensive documents in order to ensure efficient and effective recommendation as a guidance for taking decision.
- Facilitate Procurement Committee meetings and ensure that proper documentation is maintained.
- Prepare award and regret letter for supplier.
Supplier Contract and Relationship Management
- Prepare, create, maintain, and record procurement contract in contract lifecycle management (CLM) in source to pay system.
- Provide accurate and complete the master data management form (for contract/supplier registration/supplier update information).
- Monitor and complete contract close-out, retender, as appropriate.
- Provide and propose 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.
- Coordinate and collaborate with related department to monitor, review and evaluate contract-related information to ensure optimum usage of contracts.
Procurement Execution
- Monitor and manage Purchase Requisitions (Pending Buyer Action), verify clear specifications, conduct sourcing event online, update the PR with actual supplier record and release PR for approval.
- Perform the implementation and compliance of Organization Procurement policy, code of conduct, anti-bribery and anti-corruption policy and procedures, business ethics, other Organization policies or donor requirement.
- Manage & monitor PO Change requests in coordination with related team and Suppliers.
- Liaise with Business Support Desk (BSD) & Finance to resolve supplier inquires.
Management & Leadership
- Provide Christian leadership and support to enrich the organization's life, faith, Christian commitments and ministry to the disadvantaged children and communities we seek to serve.
- Build and maintain positive spirit of working in team with other staff in respective AP / Cluster / Project.
- Manage annual performance agreement. Submit periodical/ monthly accomplishment report.
- Maintain good communication and relationship with internal staff and external parties.
- Manage all risks related to contractual and project management according to organization policies, guidelines, and standard. This includes risks in fraud, safeguarding, and other related risks.
- Model accountability, integrity and faithfulness, demonstrating that We are Stewards and We are Partners.
- Demonstrates a proactive attitude by taking on additional responsibilities as assigned by the supervisor, aligned with national strategy.
Qualifications
The role is located in Belu, Nusa Tenggara Timor, 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.
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