Procurement Admin Specialist (Reliever)

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 for one year 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