Procurement Assistant (WVI)

Job Description

Organisation Name: WVI
Location: Hanoi
Application Deadline: Tue, 2023-12-19

Work Context

World Vision is a Christian relief, development and advocacy organization working to improve the quality of life of people, especially children who are marginalized and living in poverty. World Vision helps all who are in need, regardless of their 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. World Vision Vietnam (WVV) has been funded from 13 support countries in Europe, Asia, the Americas and Australia. Funding of WVV consists of sponsorship program funding (70%) and Private Non-Sponsorship (PNS)/grants (30%). WVV employs about 430 staff, of which 93% are Vietnamese nationals.

WVV is operating in 14 provinces including: Ha Noi, Hung Yen, Dien Bien, Hai Phong, Thanh Hoa, Ha Tinh, Quang Binh, Quang Tri, Da Nang, Quang Nam, Quang Ngai, Binh Thuan, Ho Chi Minh, Dak Nong. WVV’s Area Program (AP) usually focuses 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 Special and Grant Projects to meet the specific needs of vulnerable children in both AP and non-AP areas.

Purpose of position:

To support World Vision Vietnam in administrative service, maintaining effective reception and filing system.
To provide assistance to the Admin and Supply Chain Manager and support to all Procurement Senior Officers/Officers in admin and procurement tasks.

Major responsibility

1. ADMINISTRATION (10%)

Be back up for Admin Assistant and/or Admin officer when they are absent.
Carry out any administrative tasks assigned by supervisor

2. MASTER DATA MANAGEMENT (70%)

Register, or deactivate user accounts, suppliers, contracts, items and partners on Provision system
Do Blocked Party Screening for all suppliers and partners registering in the system
Maintain and promptly the pre-qualified supplier database
Maintain the master list of framework contracts properly
Be in charge of updating files (guidelines, templates, signed framework contracts) in e-library
Be in charge of keeping and organize the records of signed contracts.
Make monthly report on ProVision spend, on time receipt, non-PO backed invoice and etc
Make monthly notice on near-expired framework contracts

3. PROVIDE ASSISTANCE TO ADMIN & SUPPLY CHAIN MANAGER AND PROCUREMENT OFFICERS (15%)

Assist remote buyers (in Central and South area) in completing procurement contracts submission process and properly keep the procurement records as instructed.
Support Buyers in sourcing process in the high season
Carry out any other master data management tasks assigned by supervisor.

4. OTHERS (5%)

Take responsibility for personal security, accurately identify and assess the dangers and respond in the most appropriate way; take all good faith efforts to keep other WVV staff and property secure with guidance and instruction as being trained by WVV
Perform other duties as assigned by the manager to contribute to the team performance

Knowledge, Skills, Abilities:

Education

Bachelor degree in any field.

Knowledge & Skills

Prefer to have 02 years relevant experience working with individuals and groups
Be passion in data administration a to help others and contribute to the success of the Department/ Organization
Willingness to support articulate and demonstrate World Vision’s core in meaningful ways to colleagues, partners, donors, and communities.

Experience