Regional Supply Chain & Administrative Officer

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 ExecutionManage 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. AdministrativeOversee 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.Monitor equipment maintenance/servicing dates and communicate with servicing companies to book for servicing.Conduct mid-year and annual asset inventory and updates to the Asset Register.Ensure the SARO office is always clean, plants are cared for, and pantry supplies are adequate and replenished on time.Coordinate 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. 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 logistical 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, and transportation for SARO/Hosted staff.Organize invitation letters for visa requests and other travel needs for attendees traveling to South Africa.Coordinate with travel agents for ticketing, airport pickups, and drop-offs as needed.Collaborate with the WV security officer to ensure the safety and well-being of conference attendees during the event.Arrange transportation for attendees between hotels and conference venues.For non-SARO events, ensure participants pay an annual administrative fee.Serve as the primary point of contact for service providers and vendors.Provide support for SARO event management in other countries as needed. Training and Capacity BuildingAssist in the design and implementation of onboarding and training of SARO team members.Provide support to SARO team members, SAR National Offices, and partners in using procurement tools and systems.Encourage a learning culture by facilitating workshops and knowledge-sharing sessions. Coordination and CommunicationAct as a liaison between the SARO Supply Chain team, National office staff, suppliers, and other internal and external stakeholders.Promptly communicate updates, delays, or issues related to SARO procurement activities to relevant parties.Demonstrate a willingness to learn and grow and engage in respectful communication with all stakeholders.Act as a positive representative of the SARO team, promoting our values in every interaction. KNOWLEDGE/QUALIFICATIONS FOR THE ROLEMinimum of 3-5 years of experience in procurement.Experience in planning and executing conferences, workshops, or large events.Familiarity with procurement software and experience processing PRs and POs.Understanding of procurement policies and compliance regulations.Proficiency in data analytics and visualization tools.Strong organizational and project management skills.Basic understanding of budgeting and financial reporting.Demonstrated experience in and ability to interact respectfully with individuals from diverse backgrounds. Required education, training, license, registration, and certificationDiploma or bachelor's degree in business administration, Supply Chain Management, Logistics, Events Management or a related field.Commitment to World Vision's mission and values. Applicant Types Accepted: Local Applicants Only
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