Regional Supply Chain

2 months ago

Johannesburg, South Africa World Vision International Full time

With over 70 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 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories

Employee Contract Type:
Local - Fixed Term Employee (Fixed Term)

Job Description:
The Regional Supply Chain and Administrative Officer will provide essential Supply Chain, Administrative, and Event Management support to the Southern Africa Regional Office (SARO), ensuring compliance with World Vision’s procurement policies. The primary responsibility is to act as a Buyer in ProVision, processing procurement requests and sourcing supplies and services while ensuring timely and accurate processing of purchase requisitions (PRs) and purchase orders (POs). Additionally, this role involves strategic procurement for Southern Africa Region (SAR) national offices and managing logistics for organizing conferences and workshops for SARO and other World Vision entities holding meetings in the region.

Procurement Execution
- Manage supply chain needs for SARO and hosted staff, ensuring timely procurement of goods and services.
- Support SAR National office supply chain requirements in South Africa, facilitating cross-border procurement and logistics.
- Serve as the designated Buyer in the ProVision system for SARO procurement requests.
- Review and validate Purchase Requisitions (PRs) for completeness and accuracy.
- Conduct sourcing events, identify suppliers, and ensure compliance with procurement policies and guidelines.
- Process Purchase Orders (POs) based on approved PRs, coordinating with requesters and suppliers for timely delivery.
- Monitor and manage changes to POs, collaborating with requesters, budget owners, and suppliers as needed.
- Assist SAR national offices with cross-border purchases and Group Purchasing Organization (GPO) requisitions.
- Maintain and update procurement records, including contracts, supplier information, and PR/PO documentation in ProVision.
- Support the Regional Supply Chain Specialist and national office teams in tracking procurement status and providing updates on open requests.
- Prepare and distribute procurement reports, including savings tracking, performance, and compliance metrics.
- Assist in coordinating meetings, workshops, and training sessions related to procurement activities.

Administrative
- Oversee the day-to-day administrative requirements of the SARO office in Johannesburg, ensuring smooth office operations and support to the team.
- Ensure WV SARO/Hosted Staff’s assets are secured, safe and well maintained,
- Custodian of WV SARO assets including but not limited to office furniture, pantry supplies, printers, etc.
- Ensure SARO office asset insurances are renewed, well documented, and easy to locate.
- Monitors equipment maintenance/servicing dates (e.g. printers, air conditioners, fridge, microwave) and communicates with servicing companies to book for servicing. Creates a schedule that can be tracked and executed by others while out of the office.
- Conducts mid-year and annual asset inventory and updates to the Asset Register by identifying assets that require write-off and requests approval. Removes sold and written-off assets from the asset register, adds new assets to the Asset Register, and advises management on action that might be required on any asset that is no longer in use.
- Ensure the SARO office is always clean, plants are cared for, and pantry supplies are adequate and replenished on time.
- Coordinates with Supply Chain and Administrative counterparts in SARO staff hosting national offices to ensure solid SARO staff support.
- Procurement, tracking, and maintenance of SARO staff tools of business (e.g. laptops, cameras, printers, phones, etc).

Event Management (Workshops & Conferences)
- Manage the organization of workshops and conferences in South Africa for SARO, National offices, Global Centre, Support Offices, and other World Vision entities.
- Coordinate all logístical aspects of events, including venue selection, supplier contracts, travel arrangements, and on-site management.
- Ensure events are executed within budget, meet quality standards, and align with World Vision’s mission and SARO event guidelines.
- Process requests for organizing workshops or conferences from SARO, National offices, Global Centre, Support Offices, and other WV entities.
- Identify suitable conference facilities and activities that meet requester needs and comply with WV policies and SARO guidelines.
- Organize hotel accommodation, process visas, transportation for SARO/Hosted staff, and other WV entities, where necessary.
- Organize invitation letters for visa requests and other travel needs for attendees traveling to South Africa.
- Coordinate with travel agents for ticketing, a

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