To lead, manage and coordinate administrative and procurement functions under the leadership the Director - Finance and Support Services to ensure that the Office Administration runs effectively and the Strategic Sourcing including the Procurement Management is cost effective.
Areas of Responsibility:
ADMINISTRATION MANAGEMENT (Time spent: 20%)
Strategic Inputs
- Properly develop and manage department objectives and plans in line with the National’s strategic objectives.
- Prepare and regularly monitor department budgets to ensure effectiveness and efficiency of the department.
- Identify and apply ways and means to save on administration costs.
Office Administration Management
- 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
- 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.
PROCUREMENT MANAGEMENT (Time spent: 80%)
Supply chain management
- Develop organization’s sourcing strategy and action plan. Facilitate the implementation of sourcing strategy and periodical action plan.
- Develop National Procurement Committee functions, guidelines and TOR; Facilitate the effective operation of National Procurement Committee
- Conduct National Procurement Committee monthly meeting with documented minutes of meeting and monthly report
- Develop tools and process for development of annual procurement plans. Lead the implementation of procurement plans to meet organization objectives
- Analyze and manage the organization procurement budget.
- Develop procurement policies and procedures in line with Global Procurement Manual. Monitor and ensure the procurement process according to policies and procedures
- Analyze procurement activities and apply measures to improve captured spend, savings, standardization, value analysis and cooperative purchasing.
Strategic sourcing management
- Lead the Procurement Team to handle all strategic sourcing requests from ADP and NO Departments.
- Conduct market analysis and take lead in organization reaction to market situation
- Deploy sourcing strategy for high quality goods and services at organization demand
- Develop negotiation plan and implement negotiation with suppliers for framework contracts
- Monitor the implementation of framework contracts and solve arisen issues related with framework contracts
- Manage the pool of suppliers and implement periodical assessment of suppliers
- Coordinate and prepare RFQ/RFI fully to send to suppliers for the sourcing to make sure that the market price and the baseline are noted well and known thoroughly.
- Analyze procurement activities and recommend more efficient improvement on procurement under the framework contract, discounts, standardization, value analysis and cooperative purchasing.
ProVision application
- Implement ProVision initiative and manage the transition roadmap to successfully launch ProVision in WVV
- Develop an action plan of ProVision orientation to facilitate a smooth implementation of ProVision in ADPs
- Manage the development of sourcing database including suppliers, contracts, product catalogues and other resources for application of ProVision system
- Develop procurement communication plans and periodical bulletin to communicate procurement information
Reporting
- Prepare spend reports and KPI to Regional SCM Office on monthly basis in an accurate and timely manner
- Prepare sourcing reports to SLT on monthly basis and reports of quarterly evaluation of suppliers
- Report Spent & Savings Tracking as indicators to drive continuous sourcing results
Educational Background:
A Bachelor degree.
Skills/Experience:
(The following knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.)
- Good spoken and written Vietnamese and English skills.
- Good interpersonal and communication skills.
- Good supervisory skills.
- Strong organizational and management skills
- Good computer skills (Word and Excel).
- Be able to work well in a team environment.
- Good knowledge of office management and administrative functions
- Knowledge of office machines, such as fax, telephone system, and photocopier is an advantage.
- Cross-cultural sensitivity, flexible worldview and emotional maturity.
- Knowledge and understanding of legal aspects concerning contracts, office assets and security.
- At least 4 years’ relevant experience in an agency of similar scope and budget.
Compensation/Benefits:
A competitive salary, benefits and career development opportunity will be offered and commensurate with the experience, qualifications and responsibilities.
Organization Info
Listing Stats
Post Date:
May 11 2019
Active Until:
Jun 11 2019
Hiring Organization:
World Vision
industry:
Nonprofit