Supply Chain Administrator
2025-04-17T13:24:13+00:00
World Vision
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https://www.greattanzaniajobs.com/jobs/
FULL_TIME
Arusha
Arusha
00000
Tanzania
Logistics
Transportation & Logistics
2025-05-02T17:00:00+00:00
Tanzania
8
Key Responsibilities:
MAJOR RESPONSIBILITIES
Activity
Business Requirements (10%)
- Understand the department's business requirements and apply in the day to day work.
Activity
Planning (10%)
- Facilitate annual procurement planning sessions with key stakeholders
- Consolidate and report on the Procurement Plans
- Review and update Item Catalog prior to the planning process activity.
- Advise and familiarize Operations with the use of the Item catalogue
Activity
Strategic Sourcing (15%)
- Advise on Market Assessment and Supplier Pre-Qualification process as per the direction from Coordinators and Advisors. sending bid invitations, follow-up of bids, assist coordinating pre-bid meetings as per the direction from Coordinators and Specialist.
- Maintain all supporting documents relating to the Sourcing events based on the document management
- Coordination and preparation of Procurement Committee meetings by submission documents based on the direction given by the SCM
Activity
Supplier Contract and Relationship Management (10%)
- Accurately complete the master data management form(contract/supplier/ item register)
- Manage record keeping for all contract-related correspondence and documentation (Master Data Management).
- Communicate contract-related information to all stakeholders to ensure optimum usage of contracts.
- Collect feedback on supplier performance as per the established SPM guidelines.
Activity
Procurement Execution (20%)
- Advise on the RFP/RFQ process for spot buys as required
- Liaise with Shared Services & Finance to resolve supplier inquiries
- Release POs to suppliers for spot buys and assigned categories.
- Payment preparation: Raise payment requests against delivered items/services and work with finance office to ensure timely supplier payment, Making follow ups of delays in delivery of goods/ services Communicate payment feedback to suppliers
Activity
Data Management, Analysis and Reporting (10%)
- Collect and organize data from projects and business units.
- Analyse and check data for accuracy and produce the required reporting output in accordance to the Policies/ Procedures & Guidelines as set by WV
- Prepare weekly/monthly procurement status reports in order to update the customers and other stakeholders.
- Perform Daily reconciliation exercises of all records and transactions performed within the same day and ensure that data validation, integrity and accuracy of data is meticulously maintained.
- Consolidate all findings and convert them into useful formats as provided by SCM Manager Process, Procedure and Policy
- Work with senior SCM teams to manage Internal customer satisfaction, collect data to support performance scorecard reporting (i.e. KPIs)
Activity
Control and Compliance (10%)
Maintain proper filing and record keeping as per the guidelines set by the management.
Activity
On time payment of suppliers (5%)
- Ensure that payment documents submitted by suppliers are processed on time and suppliers payments are processed as per the agreed payment terms.
Additional Roles
Office Administration and Staff Support
- Maintain optimal office supplies for HO use
- Organize departmental meetings and record discussions for sharing and future use
- Coordinate welfare issues in the department
- Facilitating departmental visitors/clients
- Provide one point of contact for all supplier queries related to invoices \ orders and direct to the appropriate offices.
- Setting up venue for departmental and client meetings
- Provides information and responses to enquiries from user departments and other stakeholders.
- Manage departmental incoming and outgoing letters
- Hotel reservations and bookings;
Asset disposal process
- Facilitate assets valuation process
- Consolidate the assets disposal list
- Facilitated approvals for assets disposal list
- Facilitate the open tender advert for WVT assets disposal
Stores Management
- Inventory Control: Monitoring and managing stock levels to ensure optimal inventory without overstocking or understocking.
- Receiving Goods: Handling incoming shipments, checking for accuracy, and ensuring items are in good condition.
- Issue of Goods: Distributing or delivering items to departments or customers as needed.
- Stocktaking: Performing regular checks to reconcile inventory records with physical stock.
- Maintenance: Ensuring the proper upkeep of the storage facility, including cleanliness, safety, and security.
- Record Keeping: Maintaining accurate documentation of inventory levels, transactions, and other activities.
- Quality Control: Inspecting goods to ensure they meet required standards.
- Safety and Compliance: Adhering to health, safety, and regulatory requirements for storage operations.
- Manage dispatch and distribution of goods within WVT operation areas
KNOWLEDGE/QUALIFICATIONS FOR THE ROLE
Required Professional Experience
Two years of experience in Procurement and Logistics field
Required Education, training, license, registration, and certification
- Bachelor degree in Procurement and logistics, Supply chain or relevant studies
- Certified by the Procurement and Suppliers professional board (CPSP)
Preferred Knowledge and Qualifications
- Basic computer skills (Ms Word/ Excel/Spreadsheet/ Internet, Power point)
- The ability to obtain desired outcomes, using a variety of influencing strategies and tactics, and negotiate for strategic supplier relationships.
- The ability to put in place the right legal form of contract and to drive internal users to comply, manage user demand and measure and analyse service performance and supplier relationship.
- The ability to set the right performance measures for supplier/service provider to efficiently increase business performance alongside well-established monitoring and control mechanisms.
- The ability to determine the right level of relationship needed with a supplier and developing/executing the plan to build and manage such a relationship
- The ability to demonstrate compliance to policies, industry regulations and local laws.
- The ability to identify organizational risks including currency fluctuations and commodity price and implement appropriate mitigation plans that include segregation of duties.
- The ability to build the business case for change and to facilitate and implement the changes.
- The ability to plan, coordinate and deliver project and program activity.
- The ability to understand, influence and gain credibility with stakeholders in order to deliver superior business outcomes through their support.
- The ability to share information with clarity and impact using multiple channels and to foster open sharing of information throughout the organization.
- The ability to support colleagues to ensure team success, build relationships both internal and external to deliver organizational results, leveraging and respecting differences.
Travel and/or Work Environment Requirement
The position requires ability and willingness to travel domestically and internationally up 5% of the time.
KEY WORKING RELATIONSHIPS
Contact (within WV or outside WV)
Procurement Committee
Reason for contact
Advise PC on procurement issues and effective Implementation of Supply Chain Policy
Frequency of contact
Daily
Contact (within WV or outside WV)
User departments
Reason for contact
Support and advise all users on WVT policies and best practice supply chain execution
Frequency of contact
Daily
CORE COMPETENCIES
☒ Be Safe and Resilient
☒ Deliver Results
☒ Build Relationships
☒ Be Accountable
☐ Learn and Develop
☐ Improve and Innovate
☒ Partner and Collaborate
☐ Embrace Change
Business Requirements (10%) Understand the department's business requirements and apply in the day to day work. Activity Planning (10%) Facilitate annual procurement planning sessions with key stakeholders Consolidate and report on the Procurement Plans Review and update Item Catalog prior to the planning process activity. Advise and familiarize Operations with the use of the Item catalogue Activity Strategic Sourcing (15%) Advise on Market Assessment and Supplier Pre-Qualification process as per the direction from Coordinators and Advisors. sending bid invitations, follow-up of bids, assist coordinating pre-bid meetings as per the direction from Coordinators and Specialist. Maintain all supporting documents relating to the Sourcing events based on the document management Coordination and preparation of Procurement Committee meetings by submission documents based on the direction given by the SCM Activity Supplier Contract and Relationship Management (10%) Accurately complete the master data management form(contract/supplier/ item register) Manage record keeping for all contract-related correspondence and documentation (Master Data Management). Communicate contract-related information to all stakeholders to ensure optimum usage of contracts. Collect feedback on supplier performance as per the established SPM guidelines. Activity Procurement Execution (20%) Advise on the RFP/RFQ process for spot buys as required Liaise with Shared Services & Finance to resolve supplier inquiries Release POs to suppliers for spot buys and assigned categories. Payment preparation: Raise payment requests against delivered items/services and work with finance office to ensure timely supplier payment, Making follow ups of delays in delivery of goods/ services Communicate payment feedback to suppliers Activity Data Management, Analysis and Reporting (10%) Collect and organize data from projects and business units. Analyse and check data for accuracy and produce the required reporting output in accordance to the Policies/ Procedures & Guidelines as set by WV Prepare weekly/monthly procurement status reports in order to update the customers and other stakeholders. Perform Daily reconciliation exercises of all records and transactions performed within the same day and ensure that data validation, integrity and accuracy of data is meticulously maintained. Consolidate all findings and convert them into useful formats as provided by SCM Manager Process, Procedure and Policy Work with senior SCM teams to manage Internal customer satisfaction, collect data to support performance scorecard reporting (i.e. KPIs) Activity Control and Compliance (10%) Maintain proper filing and record keeping as per the guidelines set by the management. Activity On time payment of suppliers (5%) Ensure that payment documents submitted by suppliers are processed on time and suppliers payments are processed as per the agreed payment terms. Additional Roles Office Administration and Staff Support Maintain optimal office supplies for HO use Organize departmental meetings and record discussions for sharing and future use Coordinate welfare issues in the department Facilitating departmental visitors/clients Provide one point of contact for all supplier queries related to invoices \ orders and direct to the appropriate offices. Setting up venue for departmental and client meetings Provides information and responses to enquiries from user departments and other stakeholders. Manage departmental incoming and outgoing letters Hotel reservations and bookings; Asset disposal process Facilitate assets valuation process Consolidate the assets disposal list Facilitated approvals for assets disposal list Facilitate the open tender advert for WVT assets disposal Stores Management Inventory Control: Monitoring and managing stock levels to ensure optimal inventory without overstocking or understocking. Receiving Goods: Handling incoming shipments, checking for accuracy, and ensuring items are in good condition. Issue of Goods: Distributing or delivering items to departments or customers as needed. Stocktaking: Performing regular checks to reconcile inventory records with physical stock. Maintenance: Ensuring the proper upkeep of the storage facility, including cleanliness, safety, and security. Record Keeping: Maintaining accurate documentation of inventory levels, transactions, and other activities. Quality Control: Inspecting goods to ensure they meet required standards. Safety and Compliance: Adhering to health, safety, and regulatory requirements for storage operations. Manage dispatch and distribution of goods within WVT operation areas
Basic computer skills (Ms Word/ Excel/Spreadsheet/ Internet, Power point) The ability to obtain desired outcomes, using a variety of influencing strategies and tactics, and negotiate for strategic supplier relationships. The ability to put in place the right legal form of contract and to drive internal users to comply, manage user demand and measure and analyse service performance and supplier relationship. The ability to set the right performance measures for supplier/service provider to efficiently increase business performance alongside well-established monitoring and control mechanisms. The ability to determine the right level of relationship needed with a supplier and developing/executing the plan to build and manage such a relationship The ability to demonstrate compliance to policies, industry regulations and local laws. The ability to identify organizational risks including currency fluctuations and commodity price and implement appropriate mitigation plans that include segregation of duties. The ability to build the business case for change and to facilitate and implement the changes. The ability to plan, coordinate and deliver project and program activity. The ability to understand, influence and gain credibility with stakeholders in order to deliver superior business outcomes through their support. The ability to share information with clarity and impact using multiple channels and to foster open sharing of information throughout the organization. The ability to support colleagues to ensure team success, build relationships both internal and external to deliver organizational results, leveraging and respecting differences.
Two years of experience in Procurement and Logistics field Required Education, training, license, registration, and certification Bachelor degree in Procurement and logistics, Supply chain or relevant studies Certified by the Procurement and Suppliers professional board (CPSP)
JOB-680100fd3216d
Vacancy title:
Supply Chain Administrator
[Type: FULL_TIME, Industry: Logistics, Category: Transportation & Logistics]
Jobs at:
World Vision
Deadline of this Job:
Friday, May 2 2025
Duty Station:
Arusha | Arusha | Tanzania
Summary
Date Posted: Thursday, April 17 2025, Base Salary: Not Disclosed
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JOB DETAILS:
Key Responsibilities:
MAJOR RESPONSIBILITIES
Activity
Business Requirements (10%)
- Understand the department's business requirements and apply in the day to day work.
Activity
Planning (10%)
- Facilitate annual procurement planning sessions with key stakeholders
- Consolidate and report on the Procurement Plans
- Review and update Item Catalog prior to the planning process activity.
- Advise and familiarize Operations with the use of the Item catalogue
Activity
Strategic Sourcing (15%)
- Advise on Market Assessment and Supplier Pre-Qualification process as per the direction from Coordinators and Advisors. sending bid invitations, follow-up of bids, assist coordinating pre-bid meetings as per the direction from Coordinators and Specialist.
- Maintain all supporting documents relating to the Sourcing events based on the document management
- Coordination and preparation of Procurement Committee meetings by submission documents based on the direction given by the SCM
Activity
Supplier Contract and Relationship Management (10%)
- Accurately complete the master data management form(contract/supplier/ item register)
- Manage record keeping for all contract-related correspondence and documentation (Master Data Management).
- Communicate contract-related information to all stakeholders to ensure optimum usage of contracts.
- Collect feedback on supplier performance as per the established SPM guidelines.
Activity
Procurement Execution (20%)
- Advise on the RFP/RFQ process for spot buys as required
- Liaise with Shared Services & Finance to resolve supplier inquiries
- Release POs to suppliers for spot buys and assigned categories.
- Payment preparation: Raise payment requests against delivered items/services and work with finance office to ensure timely supplier payment, Making follow ups of delays in delivery of goods/ services Communicate payment feedback to suppliers
Activity
Data Management, Analysis and Reporting (10%)
- Collect and organize data from projects and business units.
- Analyse and check data for accuracy and produce the required reporting output in accordance to the Policies/ Procedures & Guidelines as set by WV
- Prepare weekly/monthly procurement status reports in order to update the customers and other stakeholders.
- Perform Daily reconciliation exercises of all records and transactions performed within the same day and ensure that data validation, integrity and accuracy of data is meticulously maintained.
- Consolidate all findings and convert them into useful formats as provided by SCM Manager Process, Procedure and Policy
- Work with senior SCM teams to manage Internal customer satisfaction, collect data to support performance scorecard reporting (i.e. KPIs)
Activity
Control and Compliance (10%)
Maintain proper filing and record keeping as per the guidelines set by the management.
Activity
On time payment of suppliers (5%)
- Ensure that payment documents submitted by suppliers are processed on time and suppliers payments are processed as per the agreed payment terms.
Additional Roles
Office Administration and Staff Support
- Maintain optimal office supplies for HO use
- Organize departmental meetings and record discussions for sharing and future use
- Coordinate welfare issues in the department
- Facilitating departmental visitors/clients
- Provide one point of contact for all supplier queries related to invoices \ orders and direct to the appropriate offices.
- Setting up venue for departmental and client meetings
- Provides information and responses to enquiries from user departments and other stakeholders.
- Manage departmental incoming and outgoing letters
- Hotel reservations and bookings;
Asset disposal process
- Facilitate assets valuation process
- Consolidate the assets disposal list
- Facilitated approvals for assets disposal list
- Facilitate the open tender advert for WVT assets disposal
Stores Management
- Inventory Control: Monitoring and managing stock levels to ensure optimal inventory without overstocking or understocking.
- Receiving Goods: Handling incoming shipments, checking for accuracy, and ensuring items are in good condition.
- Issue of Goods: Distributing or delivering items to departments or customers as needed.
- Stocktaking: Performing regular checks to reconcile inventory records with physical stock.
- Maintenance: Ensuring the proper upkeep of the storage facility, including cleanliness, safety, and security.
- Record Keeping: Maintaining accurate documentation of inventory levels, transactions, and other activities.
- Quality Control: Inspecting goods to ensure they meet required standards.
- Safety and Compliance: Adhering to health, safety, and regulatory requirements for storage operations.
- Manage dispatch and distribution of goods within WVT operation areas
KNOWLEDGE/QUALIFICATIONS FOR THE ROLE
Required Professional Experience
Two years of experience in Procurement and Logistics field
Required Education, training, license, registration, and certification
- Bachelor degree in Procurement and logistics, Supply chain or relevant studies
- Certified by the Procurement and Suppliers professional board (CPSP)
Preferred Knowledge and Qualifications
- Basic computer skills (Ms Word/ Excel/Spreadsheet/ Internet, Power point)
- The ability to obtain desired outcomes, using a variety of influencing strategies and tactics, and negotiate for strategic supplier relationships.
- The ability to put in place the right legal form of contract and to drive internal users to comply, manage user demand and measure and analyse service performance and supplier relationship.
- The ability to set the right performance measures for supplier/service provider to efficiently increase business performance alongside well-established monitoring and control mechanisms.
- The ability to determine the right level of relationship needed with a supplier and developing/executing the plan to build and manage such a relationship
- The ability to demonstrate compliance to policies, industry regulations and local laws.
- The ability to identify organizational risks including currency fluctuations and commodity price and implement appropriate mitigation plans that include segregation of duties.
- The ability to build the business case for change and to facilitate and implement the changes.
- The ability to plan, coordinate and deliver project and program activity.
- The ability to understand, influence and gain credibility with stakeholders in order to deliver superior business outcomes through their support.
- The ability to share information with clarity and impact using multiple channels and to foster open sharing of information throughout the organization.
- The ability to support colleagues to ensure team success, build relationships both internal and external to deliver organizational results, leveraging and respecting differences.
Travel and/or Work Environment Requirement
The position requires ability and willingness to travel domestically and internationally up 5% of the time.
KEY WORKING RELATIONSHIPS
Contact (within WV or outside WV)
Procurement Committee
Reason for contact
Advise PC on procurement issues and effective Implementation of Supply Chain Policy
Frequency of contact
Daily
Contact (within WV or outside WV)
User departments
Reason for contact
Support and advise all users on WVT policies and best practice supply chain execution
Frequency of contact
Daily
CORE COMPETENCIES
☒ Be Safe and Resilient
☒ Deliver Results
☒ Build Relationships
☒ Be Accountable
☐ Learn and Develop
☐ Improve and Innovate
☒ Partner and Collaborate
☐ Embrace Change
Work Hours: 8
Experience in Months: 24
Level of Education: bachelor degree
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