WVV Administration and Manager

Location: [Asia & Pacific] [Vietnam] Town/City: Quan Hoan Kiem Category: Supply Chain

WORK CONTEXT / BACKGROUND:

World Vision is a Christian relief and development working to create lasting change in the lives of children, families and communities living in poverty. World Vision serves all people regardless of religion, race, ethnicity or gender. As a child-focused organization, WV’s work focuses on children, ensuring they are protected and their basic needs are met. WVV has a total income of around US$ 19,000,000 (FY18) with funding from 14 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and PNS/grants (30%). WVV employs about 440 staff, of which more than 99% are Vietnamese nationals.

In FY18, World Vision Vietnam is implementing 37 Area Programmes (APs) which operate in 5 zones: North (Hung Yen, Hoa Binh, Hai Phong and Dien Bien), Yen Bai – Tuyen Quang, Thanh Hoa, Centre (Quang Tri, Quang Nam – Danang) and South (Quang Ngai, Binh Thuan, Ho Chi Minh, DakNong). Usually, WVV’s APs focus within one administrative district of a province which populated by ethnic minority people with high rates of poverty. A uniqueness of WVV’s Development Program Approach (DPA) is that AP team members are based at district level where the AP is located, which enables them to work closely with government partners and communities on a daily basis. Beside the APs, WVV is also implementing different Private Non Sponsorship (PNS) and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.

WVV has a representative in Hanoi, which is the work-base of about 60 staff. The Administration Unit also provides support to WVV staff across the country.

Page 1/12 Starting from FY14 WVV is mandated to implement the Strategic Sourcing Project, which is led by the Administration Unit. The Unit facilitates the procurement of ministry materials as required by the ADPs/projects as well as the representative office in Hanoi.

PURPOSE OF POSITION:

To lead, manage and coordinate administrative and procurement functions under the the Director - and Support Services to ensure that the Office Administration runs effectively and the Strategic Sourcing including the Procurement is cost effective.

ROLE DIMENSION/ END RESULTS EXPECTED Time Spent DESCRIPTION ADMINISTRATION 20% MANAGEMENT Monitoring measures are

1. Strategic Inputs developed and applied regularly to ensure the administrative quality. Properly develop and manage department The Office services are objectives and plans in managed effectively and line with the National’s efficiently. strategic objectives. The ad-hoc issues are timely Prepare and regularly and properly handled monitor department budgets to ensure Logistic arrangements for effectiveness and visitors’ trips are professionally efficiency of the managed and their stay is department. comfortable

Identify and apply ways

Page 2/12 and means to save on administration costs.

1. Office Administration Management

Well manage office support services including arrangement of transportation, purchases, property maintenance, , 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,

Page 3/12 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.

1. Guest Relations

Ensure that tickets and accommodation bookings, and other logistic arrangements as required by all visitors including Support , are made in accordance with visit plans/itinerary.

Page 4/12 PROCUREMENT 80% MANAGEMENT The sourcing strategy and

1. Supply chain Action Plan are developed and management contextualized for WVV

The National Procurement Develop organization’s Committee is functioned sourcing strategy and effectively and efficiently action plan. Facilitate the implementation of Procurement plans are sourcing strategy and developed and implemented periodical action plan. with high quality and in a timely manner Develop National Procurement Committee Procurement budgets are functions, guidelines and closely monitored to facilitate TOR; Facilitate the ADPs’ disbursement. effective operation of National Procurement A highly qualified pool of Committee supplier is identified and contracted. Conduct National Procurement Committee High quality goods and monthly meeting with services are provided to documented minutes of ADPs/projects at favorable meeting and monthly rates and in a timely manner The implementation of the Develop tools and framework contracts is closely process for development monitored to ensure of annual procurement suppliers’ and

Page 5/12 plans. Lead the ADPs’ compliance implementation of procurement plans to The suppliers’ offers and meet organization quotations are obtained with objectives the best rate and fit with the ADPs/projects’ requirements. Analyze and manage the organization procurement The ProVision is launched budget. smoothly for improved procurement processes, Develop procurement increased saving and spend policies and procedures through framework contract in line with Global Procurement Manual. The quality are Monitor and ensure the prepared and submitted as procurement process required. according to policies and procedures

Analyze procurement activities and apply measures to improve captured spend, savings, standardization, value analysis and .

1. Strategic sourcing management

Lead the Procurement

Page 6/12 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

Page 7/12 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.

1. 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

Page 8/12 ProVision in ADPs

Manage the development of sourcing including suppliers, contracts, product catalogues and other resources for application of ProVision system

Develop procurement communication plans and periodical bulletin to communicate procurement information

1. 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

Page 9/12 drive continuous sourcing results

Knowledge, Skills, Abilities:

(The following knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training.)

Education - A Bachelor degree.

Knowledge & Skills

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

Page 10/12 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.

Experience

At least 4 years’ relevant experience in an agency of similar scope and budget.

Work Environment The position has to frequently deal with service providers and suppliers therefore the position holder needs to have a very high level of honesty. Core Capabilities: Achieving Capabilities:

Achieving quality results and service

Practicing accountability and integrity

Communicating information effectively Self-Managing Capabilities:

Page 11/12 Demonstrating Christ-centre life and work

Learning for growth and development

Maintaining work/life balance and effectiveness Thinking Capabilities:

Thinking clearly, deeply and broadly

Understanding the Humanitarian Industry

Understanding World Vision’s mission and operations

Practicing innovation and creativity Relational Capabilities:

Building collaborative relationships

Practicing gender and cultural diversity

Influencing individuals and groups

World Vision Vietnam is a Christian non-government organization. Applicants having working experience in a similar kind of organization will be an advantage.

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