WVV Administration and Supply Chain Manager

I. CONTEXT:
World Vision is a Christian relief, development and advocacy organization working to improve the quality of life of people, especially children who are marginalized and living in poverty. World Vision helps all who are in need, regardless of their religion, race, ethnicity or gender. As a child-focused organization, WV's work focuses on children, ensuring they are protected and their basic needs are met. World Vision Vietnam (WVV) has been funded from 13 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and Private Non-Sponsorship (PNS)/grants (30%). WVV employs about 430 staff, of which 93% are Vietnamese nationals.
WVV is operating in 4 zones: North 1 (Hoa Binh, Dien Bien), North 2 (Yen Bai, Tuyen Quang, Hai Phong), Central (Thanh Hoa, Quang Tri and Da Nang) and South (Quang Nam Quang Ngai, Binh Thuan, Ho Chi Minh, DakNong). WVV's Area Program (AP) usually focuses within one administrative district of a province which populated by ethnic minority people with high rates of poverty. A uniqueness of WVV's Development Program Approach (DPA) is that AP team members are based at district level where the AP is located, which enables them to work closely with government partners and communities on a daily basis. Beside the APs, WVV is also implementing different Special and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.
II. JOB PURPOSE:
To lead, manage and coordinate administrative and procurement functions in line with World Vision's policies and procedures to support timely implementation of World Vision Programs/Projects, thus ensuring Child Well Being Outcomes.
To ensure process improvement, simplification, standardization and cost containment in all admin and procurement processes.
III. MAJOR RESPONSIBILITIES:
1. ADMINISTRATION MANAGEMENT
Strategic Inputs (5%)
- Properly develop and manage department objectives and plans in line with the National's strategic objectives
- Prepare and regularly monitor department budgets to ensure the effectiveness and efficiency of the department
- Identify and apply ways and means to save on administration costs
Office Administration Management (10%)
- Well manage office support services including arrangement of transportation, purchases, property maintenance, insurance, communications, hospitality to visitors and housekeeping
- Effectively coordinate and schedule usage of WVV's vehicles, meeting rooms, equipment and all other WVV National Office assets
- Properly insure and regularly maintain vehicles and office equipment for prolong use
- Manage and maintain inventory of supplies, computers/laptops, equipment and all other properties that belong to WVV
- Conduct the physical verification of assets on an annual basis
- Fully comply the security procedures on asset safekeeping. Ensure the office security and safety
- Ensure that the office is always clean, tidy and presentable
Guest Relations (5%)
- Ensure that tickets and accommodation bookings, and other logistic arrangements as required by all visitors including Support Offices, are made in accordance with visit plans/itinerary
2. SUPPLY CHAIN MANAGEMENT:
Planning (10%)
- Develop SCM function Strategy in alignment to National Strategy and priorities
- Review and finalize Annual Business Plans
- Prepare Procurement planning guidelines in alignment with Global Guidelines and Planning Calendar and socialize them with all Stakeholders.
- Review the procurement planning process, prepare Consolidated Annual Procurement Plan, translate it into sourcing strategy of all projects including Disaster Preparedness Plan and socialize with NO Management & RSCM for their review and endorsement
- Ensure Annual Procurement Plans are quarterly reviewed with Finance and Operation, and update the Sourcing Plans accordingly
- Ensure SCM is engaged early in grant lifecycle at Go/no Go itself providing professional inputs for project planning and designing, engage in GAM meetings, Partner - Sub-Grantee Meetings, project kick off, etc.
- Provide input and writing for procurement related aspects of the proposal
Strategic Sourcing Management (10%)
- Lead the Procurement Team to handle all strategic sourcing requests from AP and NO Departments
- Execute the reviewed and approved Sourcing Strategy
- Determine the requirement for the Category, Market and Incumbent Supplier based on the Spend Analysis and Annual Procurement Plans.
- Develop the Market Assessment and Supplier Pre-Qualification process based on the global policies and process
- Develop the framework in managing the RFQ/RFP process including baselines & price survey methodologies
- Lead negotiations for the High Spend Categories and develop the negotiation strategies and contracting processes for other categories
- Review Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process
- Ensure that Strategic Sourcing process and related controls are included in the Partner/ Sub-Grantee Assessment tools for assessment
Supplier contract and Relationship Management (5%)
- Vet (through in-country legal) and finalize, Global Standard contracts for NO use
- Draft & review supplier contracts for those categories where the vetted global standard contract format is not applicable, and reviews supplier recommended changes
- Ensure that Key Performance Indicators (KPIs) are embedded for all Strategically Sourced contracts and managed
- Resolve contract-related issues and improve T&C in contracts and the contracting process
- Develop supplier onboarding process and supplier relationship management framework including the communication guidelines & Supplier continuous improvement plan
- Proactively engage with suppliers, partners, local authorities, other NGOs, cluster and stakeholders to ensure good coordination and adequate information sharing, address common concerns/ problems and seek solutions
- Develop Partners'/ Sub-Grantees' capacity assessment and capacity building framework/ guidelines are developed, leveraging the most recent regulatory best practices
- Provide active support, coordinate with functional departments, lead Procurement team in providing support APs/projects during emergency response in the targeted Area Programs/zone when needed to ensure humanitarian standards and accountability
- Train the other internal stakeholder in using the framework for capacity assessment and developing capacity building plans for Partners/ Sub-Grantees
- Ensure the capacity building plans are implemented and monitored
- Accommodate requests from the Communications and Public Engagement Department to meet the Global Center, Regional Office, and National Office's branding and promotion requirements
Procurement Execution (10%)
- Smooth flow of day to day procurement operations and timely and quality
- Delivery is ensured through the following:
- Ensure all orphaned PRs waiting to be sourced are assigned to be appropriate staff and are actioned in a timely manner
- Follow Procurement Policies and guidelines in Supplier Award decisions under the applicable threshold and ensure periodic review mechanism is place of the Buyers' supplier award decisions
- Ensure, that all gaps are identified relating to the procurement execution (Process, system usage, disputes, and etc.) and update/ resolve them on a timely manner
- Provide active support, coordinate with functional departments, lead Procurement team in providing support APs/projects during emergency response in the targeted Area Programs/zone when needed to ensure humanitarian standards and accountability
- Prepare and prepositioning potential suppliers for key items for relief responses
- Work closely with the Communications and Public Engagement Department to receive endorsement for ALL communications materials which implemented by Admin & Procurement department (any promotion/branding material targeting the external public with World Vision Viet Nam's logo on it). This must occur before any production (printing, filming, finalization)
Data Management, Analysis and Reporting (5%)
- Develop, track and evaluate procurement metrics including areas of spend analytics, procure-to-pay process, operational efficiencies, and supplier performance to drive procurement strategy development and implementation
- Design and communicate SCM KPI dashboard to management.
- Conduct regular meeting with staff on KPIs to identify areas for improvement
- Monitor sourcing projects progress and produce sourcing status reports to management
- Ensure that Master Data management process is built on global guideline, ensuring the acceptancy and completeness
Process, Procedure and Policy (10%)
- WVI global standard processes are implemented and embedded a continuous improvement culture through the following:
- Understand, interpret and analyse the global policies, processes and guidelines for better adoption at NO level and manage Exception Approval process.
- Drive the policy, process and guidelines implementation plan, defining roles & responsibilities and owners for each step in the SCM process.
- Ensure regularly reviews are done on the procurement policies, processes and guideline (Source to pay (S2P), logistical, warehousing) to ensure their effectiveness and applicability and advise Regional and Global SCM Teams for possible change/ for improvement
- Advise National Office on the acquisition and use of 3PLs and 4PLs and application of INCOTERMS
- Ensure adherence to WV SCM policies, procedures and donor regulations (grant guidelines) including the implementing through Partners/ Sub-Grantee
- Provide NO's SCM procedures, systems, protocols for emergency situations and make sure these are well understood by leadership and implementation team
Systems Development and Implementation (5%)
- The usage of systems/tools/dashboard is maximized and operation with external stakeholders is well managed through the following:
- Maintain procedures and putting them into operation
- Plan and execute testing and implementation of major systems
- Ensure that database meet user requirements
- Liaise with programmers, applications/ operational staff, IT project managers and other technical staff
Control and Compliance (10%)
- Financial risks are mitigated and significant financial risks are avoided in procurement for both WVV and partners through the following:
- Assess critically of the Risks identified related to SCM & Procurement and plot them in the Risk Pyramid
- Develop the risk mitigation plans and embed to the processes, SoPs and guidelines for implementation and regularly evaluate control measures.
- Monitor adherence to control measures and compliance with WWV supply chain policies and guidelines.
- Coordination with regulatory authorities for better understanding of the requirements and guide SCM unit to comply and monitor the implementation
- Investigate reported cases breach of controls, frauds, non-compliance, misappropriation of WV funds and assets related to SCM and take corrective measure as per the established NO framework
- Conduct root cause analysis for external and internal audit findings, prepare respond and the implementation plan and monitor
- Ensure SCM policies, procedures and internal control system is strong enough to safeguard WV funds and authorities allocated to Partners and Sub-Grantees under the partnering arrangement. Any gaps should be captured at Partner/ Sub-grantee Assessment stage and build onto capacity development plans
- Manage directly the safety and security within the team based on guidance from ND and established WVV guidelines, through security assessment, planning and management
- Update regularly the risk registers for the designated function/department to Software Riskonnect - Identify and mitigate the risks that could impact the achievement of goals of the designated function/department
People Management (10%)
- Availability of succession plans for key positions in the team and the second line leadership
- Provide leadership to Procurement team to ensure Our Promise strategy is embedded in the Department's annual objective and day to day work
- 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 that all Procurement staff members understand Procurement policies, processes and systems
- Plan and coordinate department meetings to review status of tasks and update Senior Leadership Team on the progress of the departments' functions
- Lead monthly appropriate review meeting to address open procurement issues/ performance and provide solution
- Provide leadership and regularly update with Procurement Officer and project team regarding procurement activities in grant projects
Training and Capacity building (5%)
- Develop Partners'/ Sub-Grantees' capacity assessment and capacity building framework/ guidelines, leveraging the most recent regulatory best practices
- Train the Procurement team and other internal stakeholder in using the framework for capacity assessment and developing capacity building plans for Partners/ Sub-Grantees
- Ensure the capacity building plans are implemented, monitored and take corrective measures for identified gaps/ deviations
- Provide NO's SCM procedures, sys