Procurement Admin Specialist (Reliever)

Job description

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! Key Responsibilities: The Supply Chain Management and Admin Specialist is responsible for executing the full sourcing process for goods, works, and services across assigned categories and locations, ensuring alignment with World Vision’s procurement policies. This role plays a key part in driving cost savings through effective supplier negotiations and market assessments to meet operational needs efficiently. Working closely with field teams, vendors, and partners, the specialist ensures timely receipt of requirements and delivers procurement value across the organization. The role also involves performing administrative functions in office supply management, financial coordination, and customer service support. While the position does not have a direct report, it requires strong collaboration with Field Office staff and partners. In emergency situations, the specialist may be deployed as part of the Response Team, provided the role is clearly defined and supported with appropriate training and coverage planning. In times of emergency response, the Supply Chain Management and Admin Specialist may become part of the Response Team depending on her/his expertise and training with prior agreement with her/his supervisor. This role must be clearly defined, agreed and supported with appropriate training, coaching or exposures and a plan to cover her/his responsibilities is in-placed while on a special assignment/deployment. This is a fixed-term position until January 31, 2027 based in Mandaue City, Cebu. Major Responsibilities: Facilitate and support the development of cost effective sourcing plan for the Area Program based on its procurement plans, forecasted demand, and market intelligence to support planning and budget decisions and ensure timely availability of quality goods, works, and services at best overall value through structured procurement planning, market research, stakeholder collaboration, and performance management—ultimately supporting operational efficiency and the best interests of the communities served. Development of sourcing strategies based on procurement plan/demand planning & market research and analysis. Facilitate procurement planning with Operations as assigned; Provide market insights & item catalogue as reference. Understands well the program needs and if necessary with partners in the assigned Field Office. For PNS/G provide relevant market insights and pricing during budget proposals as assigned. Review procurement plans; Assess & forecast demands Conducts market research and analysis based on needs identified Determines the proper sources and suppliers of Goods, Works and Services (GWS) its availability, terms of sales and mode of delivery to support and ensure timely implementation of the organization’s deliverables and provides recommendations to SCM officer Coordinate with Operations on the results of market research to guide sourcing strategies and improve procurement decisions. Develop sourcing strategies Timely delivery and execution of planned sourcing activities at best overall value and efficiency for the best interest of target beneficiaries, customers and communities being served. Review and confirmation of Purchase Request Reviews requisition and ensure accuracy of terminology, and completeness of specifications Regularly monitors requests for buyer’s actions in ProVision that may hinder timely generation of Purchase Order through the system. (e.g. PO to be sent manually, missing delivery address information, etc) and addresses issues and problems. Sourcing, negotiation and selection of suppliers with the best bid/offer according to LoA and WV procurement policies Organizes and conducts bid meetings according to set guidelines, reports bid results and recommends appropriate action to SCM Officer Researches and evaluates requested based on price quality and warranty and other applicable criteria to meet the need of the internal customer Understands well the program needs and if necessary with partners in the assigned Field Office Analyzes issues and concerns, strengths and weakness of SCM practices in the Field Office and provides appropriate recommendations to SCM Officer Awarding of contract to the selected vendors/suppliers Ensure timely and quality delivery according to specified order in coordination with receiving team Coordinate with suppliers for concerned deliveries for resolution Ensure competent, quality and compliant execution and monitoring of all purchasing transactions Monitors & Evaluates suppliers GWS within WV Supply chain defined procedures. Closely coordinate with customers to ensure advance preparation and planning process for special/complex purchasing projects/requirements Monitors and manages claim to suppliers for defectives, shortage, missing parts Closely coordinate purchasing details with stakeholders (requestor, suppliers, logistics) such as delivery schedule, pricing revisions, order cancellation/change and delivery and invoice discrepancies Resolves problems and issues arising from purchase of services, supplies and equipment in close coordination with the supervisor as needed Coordinate with Shared Services Center for the Supply Master Data Update and Maintenance (Item, Contract and Suppliers). Executes SCM procedures and supports emergency response as necessary and when deployed. Stakeholder Engagement Develop and maintain professional relationships with key suppliers Continuously manage and collaborate with Operations improving rapport and professional business relationships Coordinate deliveries and support receiving, sourcing, and market assessment activities Contracting, negotiations & contract lifecycle Management Initiate, negotiate & facilitate contract agreement and/or Purchase Order for supplier and WV according to LoA and Grants regulations. Facilitates strategic sourcing for low spend – high volume items and other categories to be assigned and as allowed for Grant Funded Project. Reviews purchase order claims and contracts for conformance to WV policy Facilitate contracts via CLM in ProVision Ensure contracts & SLA adhere to the agreements made between WV & suppliers Monitors contract duration and supplier performance against the Contract Terms & Conditions. Endorsement of contract to implementing team Coordinate with suppliers for concerned deliveries for resolution & completion Facilitate contracts for renewal prior to expiry date in coordination with implementing team Ensure proper documentation of processed contract according to WV procurement policies and guidelines supplier that includes Terms & conditions, Request for proposals, Invitation to Bid, Request for Information, Framework Agreements & Contracts Risk Management, reporting and compliance Risk Management Conduct due diligence in accordance with WV policy and guidelines on Supplier Registration Monitor financial health of key suppliers and alert management of potential threats to key supplier viability including their technical roadmap and business direction of suppliers Compliance Ensure procurement process are compliant with Grants regulations as applicable Ensure supplier participation on Safeguarding orientation in coordination with Safeguarding team Ensure supplier signed Safeguarding Form as needed Monitors compliance of Safeguarding Policy of suppliers and contractors & ensures resolutions of violations with relevant team Conduct Capacity building to staff, and other stakeholders on Source to Pay process and system improvements and update Provide guidance to stakeholders (customers and suppliers) on Source to Pay process and systems improvements and update Ensures that SCM guidelines are well understood and complied by all staff at all times. Reporting Analyzes procurement activities and initiates continuous improvement, negotiate discounts, standardization of processes, value analysis and cooperative purchasing Submits monthly procurement performance report Reviews records and reports pertaining to purchasing operation for work activity monitoring, staff performance evaluation, and service improvements Analyze SCM related issues and concerns with FO stakeholders and provides solutions & recommendations to SCM Officer Manages long term supplier relationships Develop and nature professional relationships with key suppliers Performance Management and Growth Set targets based on Supply chain annual plan including continuous improvement project initiative Submits accomplishment reports based on schedule set by the department (monthly, quarterly, bi-annual or annual) Participates during Emergency responses initiated by the organization as the need arises. Models biblical ethics, Christian values and beliefs in action and lifestyles while in and out of duty. Demonstrates an understanding of and commitment to World Vision’s Core Values in the approach to work and relationships internally with colleague and externally with partners and suppliers. Executes SCM procedures and supports emergency response as necessary and when deployed. Office facilities administration Coordinate with Admin-Logistics on receiving goods and arranging shipments, including emergency response support Support office administration requirements including permits, supplies, security, and maintenance Assist in asset disposal and outsourced fleet coordination Execute warehousing, dispatch, and distribution activities (office-to-area and supplier-to-area) Qualifications: Bachelor's degree in Supply Chain Management, Business Administration, Logistics, or a related field. At least three (3) years of progressive experience in procurement, strategic sourcing, supply chain management, or logistics. Experience conducting market research and supplier market assessments is an advantage. Experience working with NGOs, donor-funded projects, or large organizations is highly desirable. Experience managing procurement, purchasing, inventory control, and contract administration functions. Proven experience collaborating with suppliers and internal stakeholders to improve procurement processes and operational efficiency. Strong knowledge of Source-to-Pay (S2P) processes, procurement planning, and strategic sourcing. Solid understanding of procurement policies, donor regulations, and compliance requirements. Proven expertise in: Strategic sourcing and supplier selection, Market research and demand forecasting, Supplier evaluation and performance management, Supplier relationship management, Contract negotiation, administration, and contract lifecycle management (CLM), Procurement planning and sourcing strategies, Risk assessment and mitigation, Value analysis and cost optimization initiatives, Financial health assessment of suppliers. Knowledge of modern purchasing methods, procurement procedures, specifications development, and sourcing strategies. Familiarity with procurement systems and ERP platforms such as ProVision, SAP, Oracle, and other Source-to-Pay solutions. Proficient in Microsoft Office applications, including Word, Excel, PowerPoint, and procurement software. Strong understanding of market conditions, pricing trends, new technologies, and supplier capabilities. Strong analytical, technical, and critical thinking skills. Ability to analyze procurement data, monitor KPIs, prepare reports, and provide actionable recommendations. Demonstrated ability to identify risks, resolve complex procurement issues, and implement process improvements. Knowledge of contract management principles and legal considerations in procurement.t Excellent written and verbal communication skills in both English and Filipino. Strong negotiation, presentation, and interpersonal skills. Proven ability to build and maintain productive relationships with suppliers, customers, donors, and cross-functional teams. Effective stakeholder engagement and customer relationship management skills. Ability to communicate clearly, follow instructions, and present information professionally. Demonstrates professionalism, courtesy, and respect when interacting with diverse stakeholders. Proven ability to organize office operations and establish efficient administrative systems. Experience preparing and maintaining procurement records, reports, contracts, and documentation. Strong organizational, documentation, and time management skills. Experience supporting purchasing, inventory control, and administrative functions. High level of integrity, professionalism, and ethical standards. Strong team player with the ability to work collaboratively across departments. Customer-focused with excellent relationship management skills. Adaptable and flexible, with the ability to support emergency response operations and work effectively in dynamic environments. Committed to continuous improvement and delivering high-quality procurement services. World Vision is committed to safeguarding all children as well as adults living where World Vision operates. We have zero tolerance for incidents of violence or abuse against children or adults, including sexual exploitation or abuse, committed either by employees or others affiliated with our work. Therefore, World Vision does not hire staff whose background is not suitable for working with children or vulnerable adults, even if their role does not interact directly with them. Each potential team member needs to understand the importance of these issues and be open to further training and guidance on our safeguarding policies and responsibilities. Applicant Types Accepted: Local Applicants Only