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 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 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, 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, 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, including dinners and activities.
For non-SARO events, ensure participants pay an annual administrative fee as determined by the Regional Finance Director (RFD).
Serve as the primary point of contact for service providers and vendors, coordinating logistics such as food service, transportation, meeting rooms, and lodging.
Provide support for SARO event management in other countries as needed.


Training and Capacity Building


Assist in the design and implementation of onboarding and training (ProVision system usage, procurement processes, and policy compliance) of SARO team members, including hosted staff and National Office (NO) SCM staff.
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 that align with SARO values, promoting respectful engagement and collaboration.
Encourage a learning culture by facilitating workshops and knowledge-sharing sessions that align with SARO values, promoting respectful engagement, collaboration, and a growth mindset among team members.


Coordination and Communication


Act as a liaison between the SARO Supply Chain team, National office staff, suppliers, and other internal and external stakeholders to facilitate efficient procurement processes.
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 and culturally sensitive communication with all stakeholders.
Act as a positive representative of the SARO team, promoting our values in every interaction and ensuring that all engagements reflect our commitment to inclusivity and collaboration.


KNOWLEDGE/QUALIFICATIONS FOR THE ROLE


Minimum of 3-5 years of experience in procurement, including materials planning and forecasting, within a non-profit or international organization.
Experience in planning and executing conferences, workshops, or large events, including logistics management.
Familiarity with procurement software (e.g., ProVision) and experience processing purchase requisitions (PRs) and purchase orders (POs). Demonstrated experience in sourcing and managing vendor relationships, including negotiation and contract management.
Understanding of procurement policies and compliance regulations, particularly in relation to international standards
Proficiency in data analytics and visualization tools to support procurement decisions and optimize supply chain processes.
Strong organizational and project management skills, with the ability to manage multiple tasks and priorities effectively.
Basic understanding of budgeting and financial reporting related to procurement activities.
Demonstrated experience in and ability to interact respectfully and effectively with individuals from diverse backgrounds, cultures, and perspectives.


Required education, training, license, registration, and certification


Diploma 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

#J-18808-Ljbffr