Head, SCM & Administrative Services

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:

Local - Fixed Term Employee (Fixed Term)

Job Description:

Primary Purpose of Job

• To provide leadership and management to the supply chain and administration management to ensure that there are adequate systems, policies, procedures, controls and necessary skills to support the operations of the WV India, in a timely, effective, professional and cost-effective manner, strategically to obtain best value for money for all supply chain management activities and to provide efficient and effective administration support services to operations and all other function.
• Provide administrative support for the various departments in the National Office and other WV India Offices across the country and contribute to their efficient functioning.

Key Deliverables: Supply Chain Management

• SCM is considered as a Strategic Partner for the WV India Operations.
• WV uses Standard / vetted contracts and managed, maintaining healthy supplier relationship
• Mitigate Financial Risk and avoid significant financial risk ratings in procurement for both World Vision program and Partners.
• Operational Data is collected, analyzed, interpreted and well managed meeting the SCM Targets.
• Availability of succession plans for key positions in the team and 2nd line leadership.
• Established Strategic Sourcing which is WV's standard method of supplier selection, contract awards and procurement process.
• Global Standard Processes are implemented and embedded a continuous improvement culture
• Smooth flow of day to day procurement operations, ensure timely and quality delivery.
• Established Strategic Sourcing which is WV's standard method of supplier selection, contract awards and procurement process.
• Maximize the usage of all systems / tools / dashboards and well managed operation with external stakeholders.
• Availability of well-trained SCM team managing the operation

Key Deliverables: Administrative Services

• Design, implement and manage administrative systems for efficient functioning of the office for continuity of the business.
• Coordinate with all offices across the country and keep the partnership informed of loss of assets.
• Ensure that all NO/PMOs / ADPs have their office assets / furniture & fixtures insured
• Ensure that the Administrative guidelines are adhered by the NO/ADP/Projects/Zones
• Networking with external agencies

Business Requirements

1. Ensure Business Requirements are developed and implemented across the organization.

2. 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.

Supplier Contract and Relationship Management

1. Ensure that legally vetted contracts are used for all Strategically Sourced contracts.

2. Ensure contract management process is established in resolving contract-related conflicts and continuous improvement.

3. Ensure supplier onboarding process and supplier relationship management framework including the communication guidelines & Supplier continuous improvement plan is in place.

Control and Compliance

1. Ensure SCM related risks are identified and captured in the Enterprise Risk Management process, for mitigating / eliminating them.

2. Ensure anti-corruption and fraud mitigation strategies including the internal control framework are in place and implemented.

3. Ensure, WV India is in compliance with all external and internal regulatory authorities (government entities, regulatory audits, donor compliance…) and process is established for non-compliance management

Data Analysis and Reporting

1. 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.

2. Drive operational performance and consider efficiency vs. effectiveness in the form of dashboards, convenient for the review of high-level key indicators.

3. Ensure SCM function performance level meets annual targets

Leadership and Coaching

1. Provide leadership to Supply Chain Department to ensure Our Promise strategy is embedded in the Department’s annual objective and day to day work

2. 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 3. Ensure that all Supply Chain staff members understand Procurement Policies, Processes, and Systems

4. Plan and coordinate departmental meetings to review status of tasks and update Senior Management Team on the progress of the departments’ functions.

5. Lead monthly appropriate review meeting to address open procurement issues/performance and provide solution

Planning

1. Ensure annual procurement planning process is in place.

2. Review Procurement Plans and develop annual sourcing strategy.

3. Lead the quarterly review of procurement plans with business community to ensure requirements are updated.

4. Drive reduction in total supply costs and in waste. Develop and agree on annual departmental Objectives and KPIs

5. Ensure SCM has a voice at the strategic planning table. 6. Present the Sourcing Strategy with the RSMCD

Process, Procedure and Policy

1. Champion and drive procurement process efficiencies by eliminating non-value added tasks, embedding the continuous improvement culture, meeting customer needs.

2. Lead in the development, implementation and review of the policies, standards and procedures for Procurement to ensure they are aligned to WVI expected standards, policies and procedures.

3. Managing supply chain Involvement in the project closure to ensure that all procurement related issues and requirements for project closures have been implement

Procurement Execution

1. Ensure that operational procedures are stablished based on the global policies, processes, SOPs and business rules

Strategic Sourcing

1. Determine the requirement for the Category, Market and Incumbent Supplier based on the Spend Analysis and Annual Procurement Plans.

2. Review the Sourcing Strategy for unidentified opportunities and ensure it meets the global and NO objectives before socializing with stake holders.

3. Ensure a Market Assessment and Supplier PreQualification process is in place aligning to the global polices and process.

4. Ensure the framework in managing the RFQ/RFP Process including baselines & price survey methodologies.

5. Review Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision making process

Systems Development and Implementation

1. Engage and collaborate with Shared Services and Global Provision Team on System challenges to enhance effective use

2. Ensure that ProVision Optimization and Transformation Metrics are achieved.

Training and Capacity Building

1. Ensure that Supply Chain Staff and other staff from WVI Departments are trained on WVI Procurement Policies, Processes, and Systems.

Administrative services
1. Design, implement and manage administrative systems for efficient functioning of the office for continuity of the business.
2. Ensure that all assets apart from two and four wheelers at ADP/Projects/PMO/MCI are insured
3. Ensure that the Administrative guidelines are adhered by the NO/ADP/Projects/PMO/MCI
4. Networking with external agencies
5. Regulate decisions on Loss Committee and Purchase Committee

SKILLS & QUALIFICATIONS

In depth knowledge to develop, maintain and sustain robust supply chain management and well administrative system in WV India.
Inter personal skills
Negotiation skills
Achieving quality results and service
Practicing accountability and integrity
Communicating information effectively

EXPERIENCE

5 years’ experience in Finance, Procurement and Administration in leadership level

• In depth knowledge in Supply Chain management.
• To develop, maintain and sustain robust supply chain management system in WV India.
• Knowledge on Government policy and procedures

Applicant Types Accepted:

Local Applicants Only