Supply Chain Management and Administrative Specialist

With 75 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 33,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

Key Responsibilities:

The Supply Chain Management and Admin Specialist manages end-to-end sourcing of goods, works, and services across assigned areas, ensuring compliance with World Vision procurement policies and driving cost savings through effective negotiations and market analysis.

Working closely with field teams, vendors, and partners, the role ensures timely procurement while supporting office supply management, financial coordination, and customer service.

In emergencies, the specialist may join the Response Team with prior agreement, defined responsibilities, appropriate training, and a coverage plan in place.

This is an open-ended post based in Quezon City.

Major Responsibilities:

15%  Develop and implement cost-effective sourcing strategies for the Area Program based on procurement plans, demand forecasts, and market analysis—ensuring timely access to quality goods, works, and services at best value through structured planning, stakeholder collaboration, and performance management in support of operational efficiency and the communities served.

• Facilitate procurement planning with Operations as assigned; Provide market insights & item catalogue as reference.
• Understands well the program needs and if necessary with partners in the assigned Field Office for PNS/G provide relevant market insights and pricing during budget proposals as assigned.
• Review procurement plans; assess & forecast demands.
• Conducts market research and analysis based on needs identified.
• Determines the proper sources and suppliers of Goods, Works and Services (GWS) its availability, terms of sales and mode of delivery to support and ensure timely implementation of the organization’s deliverables and provides recommendations to SCM Officer.
• Coordinate with Operations on the results of market research to guide sourcing strategies and improve procurement decisions.
• Develop sourcing strategies.

40% Timely delivery and execution of planned sourcing activities at best overall value and efficiency for the best interest of target beneficiaries, customers and communities being served.   

• Reviews requisition and ensure accuracy of terminology, and completeness of specifications.
• Regularly monitors requests for buyer’s actions in ProVision that may hinder timely generation of Purchase Order through the system. (e.g. PO to be sent manually, missing delivery address information, etc) and addresses issues and problems.
• Sourcing, negotiation and selection of suppliers with the best bid/offer according to LoA and WV procurement policies.
• Organizes and conducts bid meetings according to set guidelines, reports bid results and recommends appropriate action to SCM Officer.
• Researches and evaluates requested based on price quality and warranty and other applicable criteria to meet the need of the internal customer understands well the program needs and if necessary with partners in the assigned Field Office.
• Awarding of contract to the selected vendors/suppliers.
• Ensure competent, quality and compliant execution and monitoring of all purchasing transactions.
• Monitors & Evaluates suppliers GWS within WV Supply chain defined procedures.
• Monitors and manages claim to suppliers for defectives, shortage, missing parts.
• Closely coordinate purchasing details with stakeholders (requestor, suppliers, logistics) such as delivery schedule, pricing revisions, order cancellation/change and delivery and invoice discrepancies.
• Coordinate with Shared Services Center for the Supply Master Data Update and Maintenance (Item, Contract and Suppliers).
• Resolves problems and issues arising from purchase of services, supplies and equipment in close coordination with the supervisor as needed.
• Executes SCM procedures and supports emergency response as necessary and when deployed.
• Stakeholder Engagement - (a) develop and maintain professional relationships with key suppliers and (b) continuously manage and collaborate with Operations improving rapport and professional business relationships.

20% Lead contract negotiations and lifecycle management, initiating and facilitating contract agreements and purchase orders in line with LoA and grant regulations. Support strategic sourcing for low-spend, high-volume items and other assigned categories, including grant-funded projects.

• Reviews purchase order claims and contracts for conformance to WV policy.
• Facilitate contracts via CLM in ProVision.
• Ensure contracts & SLA adhere to the agreements made between WV & suppliers.
• Monitors contract duration and supplier performance against the Contract Terms & Conditions.
• Endorsement of contract to implementing team.
• Coordinate with suppliers for concerned deliveries for resolution & completion.
• Facilitate contracts for renewal prior to expiry date in coordination with implementing team.
• Ensure proper documentation of processed contract according to WV procurement policies and guidelines supplier that includes Terms & conditions, Request for proposals, Invitation to Bid, Request for Information, Framework Agreements & Contracts.

15% Risk Management, reporting and compliance

• Risk Management - (a) conduct due diligence in accordance with WV policy and guidelines on supplier registration, and (b) monitor financial health of key suppliers and alert management of potential threats to key supplier viability including their technical roadmap and business direction of suppliers.
• Compliance - (a) ensure procurement process are compliant with Grants regulations as applicable, (b) ensure supplier participation on Safeguarding orientation in coordination with safeguarding team, (c) ensure supplier signed safeguarding form as needed, (d) monitors compliance of safeguarding policy of suppliers and contractors & ensures resolutions of violations with relevant team, (e) conduct capacity building to staff, and other stakeholders on Source to Pay process and system improvements and update, (f) provide guidance to stakeholders (customers and suppliers) on Source to Pay process and systems improvements and update, and (g) ensures that SCM guidelines are well understood and complied by all staff at all times.
• Reporting - (a) analyzes procurement activities and initiates continuous improvement, negotiate discounts, standardization of processes, value analysis and cooperative purchasing, (b) submits monthly procurement performance report, (c) reviews records and reports pertaining to purchasing operation for work activity monitoring, staff performance evaluation, and service improvements, and (d) analyze SCM related issues and concerns with FO stakeholders and provides solutions & recommendations  to SCM Officer.
• Manages long term supplier relationships  - develop and nature professional relationships with key suppliers.

10% Performance Management and Growth

• Set targets based on Supply chain annual plan including continuous improvement project initiative.
• Submits accomplishment reports based on schedule set by the department *monthly, quarterly, bi-annual or annual).
• Participates during Emergency responses initiated by the organization as the need arises.
• Models biblical ethics, Christian values and beliefs in action and lifestyles while in and out of duty.
• Demonstrates an understanding of and commitment to World Vision’s Core Values in the approach to work and relationships internally with colleague and externally with partners and suppliers.
• Executes SCM procedures and supports emergency response as necessary and when deployed.

Qualifications:

• Bachelor’s Degree in Supply Chain Management, Business Administration, Logistics, or a related field.
• At least three (3) years of progressive experience in procurement, sourcing, or supply chain management.
• Experience with NGOs, donor-funded projects, or large organizations highly desirable.
• Experience in research or market studies is an added advantage.
• Familiarity with ERP systems (e.g., ProVision, SAP, Oracle) and procurement platforms.
• Strong knowledge of Source-to-Pay process, procurement planning, and strategic sourcing.
• Skilled in supplier selection, market research, demand forecasting, and supplier evaluation.
• Proven ability in contract lifecycle management, negotiations, and sourcing strategies.
• Supplier relationship management and customer management expertise.
• Knowledge of procurement policies, donor regulations, and compliance requirements.
• Familiarity with modern purchasing methods, procedures, and specification preparation.
• Ability to perform detailed requisitioning and informed on market conditions, technology products, and pricing.
• Flexibility to support emergency response operations and adaptability in dynamic environments.
• Strong analytical, risk assessment, and problem-solving skills.
• Experience in legal aspects of contracting and contract management.
• Financial health monitoring of suppliers, data analysis, and reporting (KPIs, performance metrics).
• Value analysis and cost-saving initiatives.
• Familiarity with procurement systems (CLM, ProVision, Source-to-Pay platforms).
• Experience working with suppliers and customers to improve procurement processes.
• Strong negotiation, presentation, and stakeholder engagement skills.
• Excellent public relations and interpersonal skills.
• Clear written and verbal communication in English and Filipino.
• Ability to interact respectfully and effectively with diverse populations.
• Proven experience organizing office systems and administrative support for procurement and inventory control.
• Experience in record keeping, reporting, and presenting information to stakeholders.
• High ethical standards, integrity, and alignment with organizational values.
• Strong teamwork and ability to foster collaborative relationships across departments.
• Knowledgeable in modern office methods, personal computer operation, and software programs (word processing, spreadsheets, presentations, procurement software).

Applicant Types Accepted:

Local Applicants Only