Job Details
Procurement, Admin and Security Officer ** Gauteng (Randburg)**
**Purpose of the Job**To effectively manage the Procurement, Administration and Security function in line with World Visions procedures in order to support timely implementation of World Vision South Africa Programs/Projects that will have the greatest impact on process improvement, simplification, standardization and cost containment thus ensuring the achievement of the Child Well Being Outcomes.
**Main responsibilities will include:**
**Strategic Sourcing**- Conduct all procurement related tasks as per the approved procurement policies, processes and guidelines.
- Advice management regarding any challenge / risks / impractical guidelines.
- Coordinate, participate in, and/or train staff from other WVI Departments on WVI Procurement Policies, Processes, and Systems
- Accurately complete the master data management form (or contract/supplier register) and monitor / complete contract close-out, renewal or retender, as appropriate for the assigned commodities.
- Coordinate the process of annual procurement planning in collaboration with programme / project teams.
- Execute the Market Assessment and Supplier Pre-Qualification process as per the set guidelines based on the set guidelines for the assigned categories.
- Manage the RFQ/RFP Process including baselines & price survey methodologies as per the approved framework for the assigned categories.
- Lead negotiations for the assigned Categories.
- Supervise the Sourcing events Filed Offices and Assistance work relating to sourcing.
- Preparation of Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision making process.
- Facilitate Purchasing Committee meetings and ensure that proper documentation is maintained.
**Procurement Execution**
- Receive incoming Purchase Requisitions (Pending Buyer Action), verify specifications are clear, conduct sourcing event if required items are not already on contract, update the PR with actual supplier record and release PR for approval.
- Follow Procurement Polices and guidelines in Supplier Award decisions under the applicable threshold.
- Manage PO Change requests coordinating with Requesters, Budget Owners and Suppliers
- Consolidates all required documentation for presentation to Finance for timely supplier payment for materials and services delivered.
**Process, Procedure and Policy**
**Fleet Management**
- Analyze and disseminate information from fleet management (GPS and any other) system for management decision.
- Ensure that all organizations motor vehicles and motorcycles are properly insured in accordance with the set policies.
- Promote and spearhead safety driving /riding of motorcycles and motor vehicles in the organization.
- Management of the disposal process of the WVSAR and SA vehicles and motorcycles in accordance with the disposal policy.
- Management of fleet and logistics related contracts for goods and services
- Analyze vehicle status and cost upkeep, provide recommendations on vehicle disposal and replacement.
**Admin and Facilities Management**
- Ensure effective management of the office building including building security in liaison with the SARO Risk Department.
- Maintain a system of asset management in line with World Vision guidelines tracking current, new purchased and disposed assets on monthly basis.
- Ensure effective management of office premises and good facility management.
**Security**
- Provide input to the National Office security strategy in alignment with WV security policy so as to ensure the operational priorities are appropriately supported.
- Support the implementation of the security management plan for the country program.
- Ensure Security Risk Assessments, Country Risk Ratings and Core Security Requirement standards, processes and procedures are completed in accordance with Corporate Security guidelines and training.
- Develop and maintain critical security incident contingency plans based on Country Risk Rating and Response Context.
- Seek to develop a culture of security awareness and monitor staff compliance.
Provide a regular security report to the National Office, Region and Office of Corporate Security. Ensure that all security incidents are reported in accordance with WV Security Policy.
**Minimum education, training and experience requirements to qualify for the position:**
* A Diploma in Business Administration/Procurement or similar degree or equivalent experience (intermediate CIPS)
* Qualification in Procurement and/or Administration is necessary.
* At least a level of professional qualification of CIPS or CILT or an equivalent in Administration.
* Three (3) years experience in Procurement, Administration, Security and Fleet Management
* Must have a valid driving permit with at least 5 years driving experience.
* Must have good analytical and report writing skills.
* High level of integrity and stewardship
* Previous experience in the professional security arena (INGO, Corporate, etc).
* Computer skills including experience in automated procurement, fleet management and administrations systems.
* Committed to the World Vision values and ethics
**List additional *work experience* required as a minimum qualification for this position.**
Candidate must have previously supported Procurement, Administration or Security in processes in a reputable organization.
Proficiency in English and one of the local languages (Isizulu, Sesotho, Xhosa).
Computer software including Procurement, Administration packages/software. Negotiation and peace building skills preferred
**Salary**
253 000 P.a
**Submission & Deadline**
If you are the right candidate, please email your letter of motivation (Max 1 page) and CV (Max 5 pages) with contactable references to Ms Lele Ngcongwane at the email: ...@wvi.org by Wednesday the 22nd of December. Only short listed candidates who meet the minimum criteria, will be contacted.