Supply Chain Manager

Job Description

Employee Contract Type:

International Assignment – Fixed Term (Fixed Term)

Job Description:

PURPOSE OF POSITION

To effectively manage the Supply Chain function in line with World Vision’s procedures in order to support timely implementation of World Vision Programs/Global Fund grant multicomponent grant HIV, Tuberculosis (TB) and Malaria program, that will have the greatest impact on process improvement, simplification, standardization and cost containment thus ensuring the achievement of the Child Well Being Outcomes.

The Global Fund grant is a three-year project, budget of $21 million dollars, and possibility of increase at a later stage. This position is contingent upon funding and donor approval.

Major Activities

Strategic Planning:

• Develop and implement supply chain strategies aligned with Grant program objectives/ design, Implementation and planning.
• Advise and Provide Technical Support to the SRs and government Counterparts on the development and Implementation of Supply Chain Activities in a coordinated manner between the Three (3) Diseases components alignment with WV and Global Fund guidelines and policies.
• Lead on developing a strategy for Proactively engage and integration of MOH, other partners, NGOs local authorities, Vendors and stakeholders to ensure good coordination and adequate information sharing, address common concerns/problems and seek solutions.

Planning

• Together with MOH specialist and other partners, undertakes quantification and forecasting for both Health and Non Health related products.
• Represent the SCM function on Grant Strategic Planning & Annual Business Planning process
• Review and finalize Annual Business Plans
• Represent the SCM Function in project designs and engage in Grant, GAM meetings, Partner – Sub-Grantee Meetings ensuring SCM is engaged early enough to allow professional input during planning stage.
• Prepare Procurement planning guidelines align with Global Fund Guidelines and Planning Calendar and socialize them with all Stakeholders.
• Review the procurement planning and prepare Consolidated Annual Procurement Plan to socialize with Grant Management & develop the Sourcing Strategy.
• Ensure Annual Procurement Plans are quarterly reviewed with Programs and Finance, and update the Sourcing Plans accordingly.

Strategic Sourcing

• Determine the requirement 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 polices and process.
• Develop the framework in 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.
• Identification, management, monitoring and evaluation of Potential Supply Chain technical assistance outsourced to third (3) parties
• Ensure that Strategic Sourcing process and related controls are included in the Partner / Sub-Grantee Assessment Tools for assessment.
• Advise the Sub Recipient on proposals for Supply Chain Management, ensuring that the related responsibilities are adequately designated:  the time, resources, estimates are adequate for implementation of the proposals and in compliance with the Sub Recipients Contracts

Supplier Contract and Relationship Management

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

Procurement Execution

• Ensure that the execution of the supply chain component of the various Global Fund Programs are in line with the Global Fund Requirements and WVI Policy
• Ensure all orphaned PRs in COUPA waiting to be sourced are assigned to the appropriate staff and are actioned in a timely manner.
• Follow Procurement Polices and guidelines in Supplier Award decisions under the applicable threshold and ensure periodic review mechanism is place of the Buyers’ supplier award decisions.
• Ensure, that all gaps are identified relating to the procurement execution (Process, system usage, disputes and etc.) and update / resolve them on a timely manner.

Data Management, Analysis and Reporting

• Ensuring the Implementation of provided advise and technical support to the full usage of the COUPA system and advise on the improvement of the data management system (LMIS) for Supply Chain Activities
• Guarantee the maintenance of documentation about the Supply Chain Activities and elaborate report in order to keep the office representation and Global Fund fully informed about the status and results of Supply Chain activities
• 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 SCM KPI dashboard to management.
• Conduct regular meeting with staff on KPIs to identify areas for improvement.
• Monitor sourcing projects progress and produce sourcing status reports to management.
• Ensure that Master Data management process is built on global fund and WVI guidelines, ensuring the acceptancy and completeness.

Process, Procedure and Policy

• Promote the incorporation of standard operating procedures within the supply chain and the use of instruments for planning and scheduling processes
• Understand, interpret and analyze the global policies, processes and guidelines for better adoption at NO level and manage Exception Approval process.
• Drive the policy, process and guidelines implementation plan, defining roles & responsibilities and owners for each step in the SCM process.
• Ensure regularly 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 application of INCOTERMS.
• Ensure adherence of 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.

Systems Development and Implementation

• Maintain procedures and putting 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.

Control and Compliance

• Assess 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 better understanding of the requirements and guide SCM Unit to comply and monitor the implementation.
• Investigate reported cases breach of controls, frauds, non-compliance, misappropriation of WV funds and assets related to SCM and take corrective measure as per the established NO framework.
• Conduct root cause analysis for external and internal audit findings, prepare respond and the implementation plan and monitor.
• Ensure SCM Policies, procedures and internal control system is strong enough to safeguard Global Fund funds and authorities allocated to Partners and Sub-Grantees under the partnering arrangement. Any gaps should be captured at Partner / Sub-Grantee Assessment stage and build onto capacity development plans.
• Establishes Control Mechanisms and internal Audit Systems for Supply Chain including inventories
• Collaborate with SRs, promotes and facilitates compliance with relations established by contract, assets and procurements

Team Management:

• Provide leadership to Supply Chain Department to ensure Our Promise strategy is embedded in the Department’s annual objective and day to day work.
• 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.
• Ensure that all Supply Chain staff members understand Procurement Policies, Processes, and Systems.
• Plan and coordinate departmental meetings to review status of tasks and update Senior Management Team on the progress of the departments’ functions.
• Lead monthly appropriate review meeting to address open procurement issues/performance and provide solution.

Training and Capacity Building

• Coordinate, participate in, and/or train staff from Supply Chain, Sub Recipient and other partners on Global Fund and 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 stakeholder 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 take corrective measures for identified gaps / deviations.

Logistics and Distribution of Health and Non-Health Product

• Laise with the MOH and other partners to ensure adequate planning, receipt, storage and timely distribution of health product.
• Coordinate, Monitor and updates stock, consumption/distribution and pipeline information for decision making.
• Institute controls for proper tracking of health product during transport and handling at final destination (Last mile)

KNOWLEDGE, SKILLS AND ABILITIES

• University Degree in Supply Chain Management, Procurement, Engineering, Pharmacy, or Business Administration, or equivalent professional qualification (advanced CIPS/MCIPS)
• A minimum of five (5) years of progressive experience in international procurement, preferably in the health sector in contracts management, contracts administration and logistics.
• Years of experience in pharmaceutical supply chain management is an asset.
• Expertise in administration, project management and financial management.
• Education on pharmacy or supply chain is a major asset.

License, registration, or certification required to perform this position:

• CIPS/MCIPS or Pharmaceutical License

List additional work experience preferred for this position.

Substantive experience working in the INGO sector dealing with multiple donor funds and meeting different donor requirements.

Work Environment

Include travel & work environment details.

• The position requires ability and willingness to travel domestically and internationally up to 20% of the time.