Procurement Assistant (WVV)

Job Description

• Job Title: WVV Procurement Assistant
• Line Manager Title: Senior Procurement Officer
• Grade Level: 11
• Department/Office: Admin and Procurement
• Work Location: Ha Noi
• Deadline for submission: December 19, 2023

Background

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.

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 RESPONSIBILITIES

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

• At least 1 years’ experience in administration or data management.

Language Requirements

• Vietnamese: Fully Fluent
• English: Intermediate

Our contact details are:

• People and Culture Department
• World Vision International - Vietnam
• Address: No. 444 Hoang Hoa Tham street, Tay Ho District, Hanoi.
• Tel: 024. 39439920

We give equal opportunity to every candidate, regardless of religion, race and gender. A competitive salary, benefits and career development opportunity will be offered and commensurate with the experience, qualifications and responsibilities.

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