Supply Chain Manager at World Vision · Freetown

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 31,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Employee Contract Type: International Assignment (WVI – Paid via GCLA) Fixed Term (Fixed Term)

Job Description:

The Supply Chain Manager will be responsible for effectively managing the Supply Chain function in line with World Vision’s procedures in order to support timely implementation of World Vision Programs/Projects that will have the greatest impact on process improvement, simplification, standardization, and cost containment, thus ensuring the achievement of the Child Well-Being Outcomes.

Major Job Responsibilities:

(a) Business Requirements

• Develop a functional strategy aligning with the Global SCM Strategy and Regional Office priorities, in coordination with other Departmental and National Office Strategies.
• Review and finalize Annual Business Plans
• Proactively engage with suppliers, partners, local authorities, other NGOs, clusters and stakeholders to ensure good coordination and adequate information sharing, address common concerns/problems and seek solutions.

(b) Planning

• Represent the SCM function on the National Office Strategic Planning & Annual Business Planning process
• Represent the SCM function in project designs and engage in Grants Acquisition Management (GAM) meetings and Partner - Sub-Grantee meetings, ensuring SCM is engaged early enough to allow professional input during the planning stage.
• Prepare procurement planning guidelines that align with Global Guidelines and the planning calendar, and socialize them with all stakeholders.
• Review the procurement planning and prepare the consolidated Annual Procurement Plan to socialize with National Office Management & Regional SCM and develop the sourcing strategy.
• Ensure annual procurement plans are quarterly reviewed with Finance and Operations, and update the Sourcing Plans accordingly.

(c) Strategic Sourcing

• Determine the requirements for the Category, Market, and Incumbent Supplier based on the Spend Analysis and Annual Procurement Plans.
• Execute the reviewed and approved Sourcing Strategy.
• Develop the Market Assessment and Supplier Pre-Qualification process based on the global policies and processes.
• Develop the framework for 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 the Strategic Sourcing process and related controls are included in the Partner / Sub-Grantee Assessment Tools for assessment.

(d) Supplier Contract and Relationship Management

• Vet (through in-country legal) and finalize Global Standard contracts for National Office use.
• Draft & review supplier contracts for those categories where the vetted global standard contract format is not applicable, and review 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 a supplier onboarding process and a supplier relationship management framework, including the communication guidelines & Supplier continuous improvement plan.

(e) Procurement Execution

• Ensure all orphaned PRs waiting to be sourced are assigned to the appropriate staff and are actioned in a timely manner.
• Follow Procurement policies and guidelines in Supplier Award decisions under the applicable threshold and ensure a periodic review mechanism is in place for the Buyers' supplier award decisions.
• Ensure that all gaps are identified relating to the procurement execution (Process, system usage, disputes, etc.) and update / resolve them in a timely manner.

(f) Data Management, Analysis and Reporting

• 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 the SCM KPI dashboard to management.
• Conduct regular meetings with staff on KPIs to identify areas for improvement.
• Monitor sourcing projects' progress and produce sourcing status reports to management.
• Ensure that the Master Data management process is built on global guidelines, ensuring acceptance and completeness.

(g) Process, Procedure and Policy

• Understand, interpret, and analyze the global policies, processes, and guidelines for better adoption at the National Office level and manage the Exception Approval process.
• Drive the policy, process, and guidelines implementation plan, defining roles & responsibilities and owners for each step in the SCM process.
• Ensure regular reviews are done on the procurement policies, processes, and guidelines (Source to Pay (S2P), logistical, warehousing) to ensure their effectiveness and applicability and advise Regional and Global SCM Teams for possible change and /for improvement.
• Advise National Offices on the acquisition and use of 3PLs and 4PLs and the application of INCOTERMS.
• Ensure adherence to SCM Policies, procedures, and documentation to ensure compliance with WVI & donor regulations of the implementing Partners/Sub-Grantee are being evaluated under Partner / Sub-Grantee Assessment stage and captured them under capacity development plans.

(h) Systems Development and Implementation

• Maintain procedures and put them into operation.
• Plan and execute testing and implementation of major systems.
• Ensure that databases meet user requirements.
• Liaise with programmers, applications/operational staff, IT project managers, and other technical staff.

(i) Control and Compliance

• Assess the criticality of the Risks identified related to SCM & Procurement and plot them in the Risk Pyramid.
• Develop the risk mitigation plans and embed the to the processes, SoPs, and guidelines for implementation and regularly evaluate control measures.
• Monitor adherence to control measures and compliance with WV supply chain policies and guidelines.
• Coordination with regulatory authorities for a better understanding of the requirements and to guide the SCM Unit to comply and monitor the implementation.
• Investigate reported cases of breach of controls, fraud, non-compliance, misappropriation of WV funds and assets related to SCM and take corrective measures as per the established NO framework.
• Conduct root cause analysis for external and internal audit findings, prepare a response and an implementation plan, and monitor.
• Ensure SCM Policies, procedures, and internal control systems are strong enough to safeguard WV funds and authorities allocated to Partners and Sub-Grantees under the partnering arrangement. Any gaps should be captured at the Partner / Sub-Grantee Assessment stage and built into capacity development plans.

(j) Leadership and Coaching

• Provide leadership to the Supply Chain Department to ensure Our Promise strategy is embedded in the Department’s annual objectives and day-to-day work.
• Review and manage the performance of direct reports through the performance management system.
• Conduct regular and frequent performance conversations and be courageous in providing coaching or feedback for continuous performance improvement.
• Ensure that all Supply Chain staff members understand Procurement Policies, Processes, and Systems.
• Plan and coordinate departmental meetings to review the status of tasks and update the Senior Management Team on the progress of the department’s functions.
• Lead monthly appropriate review meetings to address open procurement issues/performance and provide a solution.
• Review bottlenecks impacting the supply chain function. Address issues and challenges of staff through strategic leadership.
• In consultation with SLT and WAR SC Director, conduct process reviews and take efforts to simplify work.

(k) Training and Capacity Building

• Coordinate, participate in, and/or train staff from Supply Chain and other WVI Departments on WVI Procurement Policies, Processes, and Systems.
• Develop Partners / Sub-Grantees' capacity assessment and capacity building framework/guidelines are developed, leveraging the most recent regulatory best practices.
• Train the SCM Team and other internal stakeholders 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 corrective measures are taken for identified gaps/deviations.

Required Education, Knowledge, Skill, and Professional Experience:

• A minimum of seven (7) years of progressively responsible experience in procurement, contracts management, contracts administration and/or logistics, of which three (3) years of experience directly related to first-hand procurement and/or contracting is required.
• At least 5 years of experience in leading a supply chain function and managing staff
• University Degree in Supply Chain Management, Procurement, Engineering, or Business Administration, or equivalent professional qualification (advanced CIPS).
• Technical skills in data preparation, analysis, and reporting
• Substantive experience working in the INGO sector dealing with multiple donor funds and meeting different donor requirements.
• Domestic and international Supply Chain management experience.
• Managing relationships effectively with suppliers to ensure delivery deadlines for projects
• Influencing SLT on new initiatives

Working Environment / Conditions:

• Work environment: Office-based with travel to the field
• Travel: 30% Domestic and 5% International
• Working extra hours during high peak seasons, ad hoc meetings, and calls
• Regular engagement with leadership team members.

Applicant Types Accepted: Local and International Applicants (IA's) Accepted