Duties and Responsibilities

Planning 

• Advise and seek approval of internal customers of modifications from original requests.
• Facilitates across all parties the timely resolution of issues that could impact meeting the needs of the requestor and communities.
• Identify alternative supply sources for materials / services not under contract
• Ensure safe delivery and receipt of ordered materials
• Resolve conflicts with deliveries and suppliers

Strategic Sourcing 

• Execute the Market Assessment and Supplier PreQualification 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 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

Supplier contact relationship and management 

• Accurately complete the master data management form (or contract/supplier register)
• Monitor and complete contract closeout, renewal or retender, as appropriate for the assigned commodities.
• Ensure that contractual conditions and performance indicators are understood by the suppliers.
• Identify & resolve or escalate contractrelated issues both internally and externally.
• Analyze supplier performance based on customer feedback information & other sources and coordinate with supplier for improvement.

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.

Data Management and analysis 

• Collect and analyze organizationwide data to support decisionmaking
• Provide support in the design of the business metrics to monitor SCM performance and alerting management when the performance trigger is violated
• Conduct spend analysis to support strategic sourcing activities, and Supplier Relationship Management
• Prepare summary report of supplier bid responses for Procurement Committee award decision meetings
• Track and analyze procurement performance and savings against established target levels 

Process, Procedure and Policy 

• Conduct all procurement related tasks as per the approved procurement polices, processes and guidelines.
• Advice management regarding any challenge / risks / impractical guidelines.
• Collect customer feedback relating to the policies, processes and guidelines, and report to NO Management for improvements or change,
• Review with Partners / SubGrantees, their SCM Policies, procedures and etc. to identify any gaps, document them under assessment reports, and capture under capacity building plans.

Systems Development & Implementation 

• Collect and collate useful data which can be used to improve the general systems established and communicate this information to immediate Supervisor

Control & Compliance 

• Conduct supplier prequalification for all newsuppliers and maintain records.
• Participate in development of risk identification & assessment tools, registers and other tools and assessing SCM and contractual risks for procurements of goods, works or services.
• Maintain proper filing and record keeping as per the guidelines set by the management.
• Coordinate with Requesters to close out open POs in a timely manner.
• Implementation of agreed audit recommendations in the procurement process as per the guidance given by the HOD.
• Participate in process to Review Partners / SubGrantees, internal control system in the procurement process to identify any gaps, document them under assessment reports, and capture under capacity building plans.
• Periodically monitor the progress on implementation of recommendations and update the management of all parties.

Training and capacity building 

• Coordinate, participate in, and/or train staff from Supply Chain Staff and other WVI Departments on WVI Procurement Policies, Processes, and Systems
• Conduct Partners' / SubGrantees' capacity assessment and capacity building plans as per set framework / guidelines.
• Train the Partners / SubGrantees based on the approved capacity building plan, monitor progress. Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management. 

Qulaification,Knowledge and Skills for the Role

• University degree in Business Administration, Procurement or similar degree, or equivalent experience
• Completion of Post graduate qualification in Purchasing and Supplies (CIPS) Level Six is a MUST
• At least 4 years' experience in Procurement or Supply Chain Computer literate with excellent working knowledge in MS Office. Experience in working with Enterprise Resource Platform (ERP’s)
• A member of Kenya Institute of Supplies Management (KISM) is a MUST
• High Professional ethics and integrity
• Must be a committed Christian able to stand denominational diversities
• Experince in working in the humanitarian sector is an added advantage

PURPOSE OF POSITION:

The Administrative Coordinator will provide essential administrative and technical support to the global Safeguarding Unit, overseeing 80+ Offices for the implementation of Safeguarding policy and practices. This includes daily monitoring of Safeguarding Incident reports, arrange incident management meetings, conduct incident data management, manage extremely confidential information, maintain and update Safeguarding databases and other records, technical support of safeguarding platform systems.

KEY RESPONSIBILITIES:

Incident case management - administrative support:

• Review all Safeguarding Incident case information reported on Ethics Point.
• Arrange and schedule incident management meetings, liaising with Safeguarding Global Center (GC), regional and national level stakeholders.
• Attends incident management meetings and advises of any pertinent missing information needed.
• Ensure incident management meeting minutes are recorded and communicated to relevant contacts and systems.
• Support Safeguarding contact points access and use incident management platform system.
• Conduct incident data management, and collate and draft data as requested, helping identify trends and emerging areas of organisational risk.
• Support in gathering evidence and follow-up actions to back-up incident management process (access to briefings, correspondence, and evidence).

Technical support of Safeguarding platform systems:

• Support creating EthicsPoint backend access and troubleshooting for Safeguarding Leads at Regional and national level and case reporters on Ethics Point.
• Maintain up to date Safeguarding databases (contact lists, e-mail distribution groups, Teams site) and other records as appropriate and assist the Safeguarding team with more complex filing as and when necessary.
• Monitor Safeguarding Exemption records, track expiration date and follow-up with Exempt Offices to inform about expiration status and renewal process.
• Manage and keep up to date WV Central Safeguarding site including uploading guidance and key documents, and posting material updates.
• Track completion of online Safeguarding Standards training course for current and new GC employees to ensure GC compliance with Child Protection and Safeguarding Standards.
• Set up Update Reporter dossier files, and track and update submission status.
• Maintain the Safeguarding Team digital filing system to ensure institutional knowledge management.

Other administrative support:

• Support the Senior Director of Safeguarding in administrative functions such as drafting reports/presentations, collation of progress reports, digital filing, scheduling of meetings, disbursing communications, etc. 
• Support the annual Safeguarding Update Report process as needed.
• Assist with the ordering of resources needed for the GC Safeguarding department (translation service, external consultancies, other).
• Support the planning and logistic arrangements for team meetings both digital and annual in-person meetings.
• Carry out any other duties commensurate with the general level of responsibility of the post.

Required Professional Experience:

• High degree of proficiency in using email, MSWord, Excel, PowerPoint, and Adobe Professional.
• Prior work experience in a World Vision office strongly preferred, and familiarity with World Vision’s global structure, ministries, systems, and processes.
• Proven ability to learn new software and IT platforms and coach others on use.
• Positive, can-do attitude with strong inclination towards team work and serving others.
• Cross-cultural relations skills.
• Solutions oriented, highly organized, focused and able to set and balance multiple priorities.
• Substantial experience in most or all of the key tasks required in the role.  

Required Education, training, license, registration, and certification:

• Bachelor’s degree, or previous relevant professional experience. 

Preferred Knowledge and Qualifications:

• Familiarity with child protection issues, the UN Convention on the Rights of the Child and the field of child protection.
• Understanding of WV’s global ministry.
• Child and/or adult beneficiary Safeguarding technical knowledge, combined with critical thinking skills to relate work performed to broader business context.
• Knowledge Management skills.

Job Purpose

The purpose of the Safeguarding Analyst is to lead analytical support and interpretation for partnership-wide safeguarding operations and initiatives.   This role is instrumental in the development, continuity and capturing of learnings for continuous improvement in safeguarding measures and plays a key part in influencing areas of organizational strategic capability (pro-active, active and reactive). 

The candidate will work with a wide range of stakeholders and will be responsible for conducting analysis ensuring both pro-active and re-active safeguarding capability and delivery to the field.  The role also plays a key part in shaping and influencing areas of organizational strategic risk and readiness while also providing an interface between the Safeguarding Global Center office and the wider aid sector safeguarding research and analysis community.

Major Responsibilities

Data analysis and interpretation for safeguarding matters to enable evidence-based decision making, including recommendations to leadership

• Strategic Level:  Conduct qualitative and quantitative analysis to identify emerging organizational safeguarding needs and solutions within the changing aid landscape.
• Analysis and evidence provided to enhance safeguarding policies and practices and ensure alignment with organizational standards and international best practices.
• Strong data analysis, information management and communication of findings and trends to influence organizational leadership decisions on critical safeguarding issues.
• Technical Level:  Provide technical direction and management of metrics and ensure incident data integrity for a variety of safeguarding reports.
• Build Power Bi reports that highlight general and specific safeguarding risk trends across entire WV Partnership, Support Offices, all Field Offices (FO) and FO segments, and package for leadership decision making.
• Technical expertise provided  in the development and implementation of analytical processes for Safeguarding functions within WV and across the Partnership to assist with safeguarding risk management.
• Support the globally-distributed incident data dashboard for all child and adult safeguarding incidents, ensuring that key demographic and other meaningful data points are analyzed and packaged for decision making at regular intervals.

Safeguarding information and knowledge management

• Manage the development and implementation of the global safeguarding information procedures.  Ensure safeguarding information procedures are in alignment with other risk areas supported by Enterprise Risk Management, particularly vis-à-vis Ethics Point.
• Contribute towards the process of continuous learning on international best practice in safeguarding information management and analysis and identify tools and processes that can be implemented into WV operations globally.  Support the creation and implementation of safeguarding knowledge management practices.
• Act as a subject matter expert in the field of information analysis (at an operational, tactical and strategic level); risk assessment and safeguarding risk management.

Monitoring, Evaluation, Accountability and Learning - Capacity Building

• Lead the production of safeguarding metrics and leverage data from across the organization for continuous improvement and prioritization.
• Support the capacity development of safeguarding for MEAL across the network.  Including the creation of a Safeguarding MEAL framework for the next work and key indicators for tracking. 
• Contribute to the work of safeguarding behavioral change research and efforts - seeking to change behaviors that either cause harm or fail to prevent harm.
• Document evidence-based learning practices and support the creation of learning products.

Internal Liaison & Co-ordination

• Promote internal safeguarding knowledge transfer and information sharing to promote cross functional linkages and build an overall safeguarding culture across the partnership. 
• Enhance opportunities for cross-sector learning including tracking developments in the field and contributing to communities of practice to enhance institutional knowledge.

External Relations

• Collaborate with other professionals in the humanitarian safeguarding field and engage in working groups.  Engage as a subject matter expert on safeguarding research and produce learning products promoting safeguarding developments for distribution among partners and in professional outlets.
• Keep abreast of developments in the safeguarding field, foster cooperation with external partners, providers and consortiums.
• Other tasks as assigned

Qualifications: Education/Knowledge/Technical Skills and Experience.

• Masters degree in business, social sciences, data sciences, or related discipline.
• Relevant bachelor’s degree or relevant experience in International Studies, Political Science, Behavioral Science, Business Administration or related discipline.
• At least 5 years professional analyst work experience at the international level, at least two should be in the NGO, religious, educational, or health sector.
• Sound knowledge of research (qualitative analysis or mixed method) and information management (collection, collation analysis & dissemination), including demonstrated knowledge and experience working with tools such as Power BI  
• Demonstrated experience delivering data analysis processes to a global organization
• Experience with quantitative analysis and related software (ex STATA, R), as well as, qualitative analysis or mixed methods for social research and related software (ex. NVivo, ATLAS.ti)
• Experience of working in a team of analysts on operational, tactical and strategic analysis projects. Ability to utilize data management software for monitoring, collating, and analyzing huge amounts of data (ex. Power BI or Tableau)
• Expertise in subject matter focusing around prevention of harm such as GBV, Child Protection, Child Safeguarding or Social Behaviour Change
• Role requires affinity with and knowledge of child safeguarding and child protection, but not necessarily previous experience in these fields. 
• Strong analytical, interpersonal, and collaboration skills in a diverse and remote environment.  Proven ability to work as an effective team member on a cross-cultural team in virtual settings.
• Highly detail oriented, ability to drive projects and collaborate via a remote working
• Experience operating successfully in a sensitive, confidential environment. Operates with integrity and discretion at all times.
• Able to working independently and remotely as a self-starter.
• The position requires ability and willingness to travel domestically and internationally up to 15% of the time.  
• Fluency and excellent communication and writing skills with a mastery of English.  Knowledge of an additional language such as Spanish, French or Arabic is preferred by not required.