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 Description:

Procurement & Distribution

Prepare Annual Procurement Plan in alignment with the project budget with full & complete details for every financial yearCoordinate the procurement process of goods and services of the project, ensuring 100% compliance with donor guidelines and WVI partnership SCM policy.Follow Procurement Polices and guidelines in Supplier Award decisions under the applicable threshold.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 in ProVision.Ensure the goods and services are delivered to user in time according to the procurement plan and ensuring lead time.Collect quotations for purchase of goods/services for the project and organize meetings of sub-purchase committee for selection of vendors through strategic sourcing.Advise on the RFP/RFQ process for spot buys as requiredPrepare summary report of supplier bid responses for Procurement Committee award decision meetingsRelease POs to suppliers for spot buys and assigned categories.Manage PO Change requests coordinating with Requesters, Budget Owners and SuppliersConsolidates all required documentation for presentation to Finance for timely supplier payment for materials and services delivered.Maintain and update procurement database and make it accessible to Finance team and Auditor (PR, Quotations, PO, Bidding, PO, and Contract)Work with Logistics to ensure safe delivery and receipt of ordered materialsSupervise the proper handling of logistics and transportation of goods and services to field officeAssist all suppliers/vendors are screened through BPSDrawing the attention of his/her manager to any disparities in terms of price and quantity in order to resolve or approve themPreparing service agreements and having them approved per the approved Level of Authority (LOA)Monitor and complete contract close-out, renewal or retender, as appropriate for the assigned commodities.

Administrative/Logistic Support

Provide logistic support for all project activities including consultancy, meetings, training and car arrangementsRecord and maintenance of all assets, ensuring their safety by renewing vehicle insurance and AMCs periodically before its expiry.Maintenance of office building rent and utilities (electricity, water, janitorial functions etc.,) and renew office rental agreement before its expiry.Maintenance of vehicles and logbooks daily and monitor the mileage of each vehicle every month.Maintenance and record of all assets and Insurance Portal for Global Insurance/fleet/real estate purpose.Provide logistic support to organize meetings and retreats for grant project staffs.Mitigating possible risks by ensuring safety and security to leased out building and assets owned by the organization.Coordinate the logistics of project assessments and activitiesProcess claims in case of any incident.Manage all asset handover as per the project MOU at the end of the project periodAct as a liaison coordinator between the field staff, technical coordinators and project manager related to Supply chain and Administration tasks.

Supply Chain Reporting & communication

Track and analyze procurement performance and savings against established target levelsSupervise the Sourcing events Filed Offices and Assistance work relating to sourcing.Manage purchase orders and saving tracking report.Maintain and update strategic sourcing contract, supplier database, and price catalogue at the provincial office for AP, Grant/PNS projects.Address potential procurement risks and mitigationAnalyze supplier performance based on customer feedback information & other sources and coordinate with supplier for improvement.

Required Professional Experience

Minimum of 2 years work experience in purchasing or procurementMinimum of 2 years work experiences in grants procurements and general administration services.Bachelor degree in Administration, or relevant field.Certification on Supply Chain Management or Procurement would be an added advantageProject management, negotiation and risk managementContract Management, Relationship management and Analytical skillsResponsive, Flexibility and adaptability. Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stakeholdersHighly organized, proactive and efficient self-management skillsExcellent oral and written communication skills in English and Lao

Applicant Types Accepted: