Procurement Officer –HT Earthquake Response 2021 (1 position in the Nippes) at World Vision International-Haiti

Job Description:

Effectively and efficiently manage procurement for the emergency response to earthquakes, with the required urgency, in accordance with World Vision's procurement processes, policies and processes and with any approved exceptions, in order to have the greatest positive impact on the response programme, the targeted areas and their communities.

Activity

The requirements of the response

1. Understand the procurement requirements of the response and ensure that contracting activities are aimed at achieving them in the delais.

Planning

1. Ensure that the plans are prepared by those responsible for intervention operations and distribution and verify whether all these elements can be supplied from pre-positioned stocks or purchased locally or imported.

2. Ensure that the procurement plan is reviewed weekly against actual purchases to ensure that all planned purchases are made.

3. Facilitate the rapid resolution of problems for all stakeholders who could have an impact on meeting the needs of the response.

4. Identify alternative sources of supply for non-contractual materials/services.

5. Work with logistics to ensure safe delivery and receipt of ordered materials.

6. Resolve conflicts with suppliers as possible.

Strategic sourcing

1. Identify the goods, services and works and their categories that will be required for the intervention programme.

2. Carry out the assessment of the suppliers' market and the process of identifying suppliers in the intervention areas and the areas where the required goods, services and works can be obtained.

3. Manage the RFQ/RFP process, including price survey methodologies according to the approved framework for assigned categories.

assigned categories.

4. Negotiate with available suppliers such as hotels, transport service providers for a long-term agreement to cover the entire period of the response programme.

5. Prepare public procurement committee submission documents to ensure they are complete to enable informed decision-making.

6. Facilitate meetings of the Committee on Government Procurement and ensure that appropriate documentation is maintained.

Management of contracts and supplier relations

1. Complete the basic data management form accurately(or

register of contracts/suppliers) for the response

2. Follow and complete the closure, renewal or

renewal or allocation, as the case may be, for the goods, services and works awarded.

3. Ensure that the contractual conditions and

performance indicators are understood by suppliers.

4. Identify and resolve or escalate contract issues, both internally and externally.

5. Analyze supplier performance based on feedback from applicants and other sources and coordinate with the supplier for improvement

Performance of public contracts

1. Receive incoming requests (pending the buyer's action), verify that the specifications are clear, organize a sourcing event if necessary. The required items are not already under contract, update the PR with the current supplier's file, and set the application for approval.

2. Follow any decisions on emergency procurement; procurement policies and directives in allocation decisions to suppliers below the applicable threshold, allocation decisions to suppliers below the applicable threshold.

3. Manage order change requests in coordination with applicants, budgeters and suppliers.

4. Consolidate all documentation required to submit it to finance so that suppliers are paid in a timely manner for the materialsand servicesprovided.

delivereds.

Data management, analysis and reporting

1. Collect and analyse data throughout the intervention programme to support decision-making.

2. Provide support in the design of business metrics to monitor the performance of the GCA and alert the management of the intervention when the performance trigger is exceeded.

3. Conduct expenditure analysis to support strategic procurement activities and supplier relationship management.

4. Prepare a summary report of vendor tender responses for committee procurement decision meetings.

5. Monitor and analyse purchasing performance and savings from negotiations, but this should not delay processes.

Process, procedure and politics

1. Perform all contracting-related tasks in accordance with approved contracting policies, processes and guidelines. In the absence of exceptions, follow normal processes and policies.

2. Inform management of any defiance, risk or impractical direction. Comply with the protocol, procedure and policy for meeting procurement needs.

3. Gather client feedback on policies, processes and guidelines and report to response program management for improvements or changes,

4. For grants that require following agreed specific procedures and processes, please follow the donor's procurement policies.

Development and implementation of systems

1.collect and collate useful data which can be used to improve the general systems established and communicate this information to the immediate supervisor.

Control and compliance

1. Identify suppliers for all required emergency response requirements.

2. Identify all procurement risks and develop strategies to control them.

3. Coordinate with applicants to close open orders in a timely manner.

Check suppliers against blocked parties.

Check all suppliers before hiring them to make sure they are not blocked and immediately review all correspondence with blocked parties.

Closure of all current purchase orders.

Closing of all open purchase orders as soon as there is evidence that there are no more ongoing activities related to them and when the goods received and delivered under these purchase order shave been paid.

Presentation of invoices and supporting documents for payment purposes.

Submit on time to Finance all documents required by suppliers for payment purposes.

Job Qualifications:

At least 2 years of experience in purchasing or supply chaining.

At least 2 years of experience in managing contracts and supplier relations

University degree in Business Administration, Procurement or a similar degree and equivalent experience (Intermediate CIPS)

At least 2 years of experience in purchasing or supply chaining.

At least 2 years of experience in managing contracts and supplier relations

University degree in Business Administration, Procurement or a similar degree and equivalent experience (Intermediate CIPS)

N.B.- The position is available on our website in Carriere (https://careers.wvi.org/) until September 21, 2021.