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Senior Manager, Procurement

Geneva (Switzerland)

  • Organization: Gavi, Vaccine Alliance
  • Location: Geneva (Switzerland)
  • Grade: CS4 - Career Step 4 - Professional - Both internationally and locally recruited position - Senior level
  • Occupational Groups:
    • Procurement
    • Managerial positions
  • Closing Date: 2021-09-27

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BACKGROUND

Gavi, the Vaccine Alliance is a public-private partnership committed to saving children's lives and protecting people's health by increasing equitable use of vaccines in lower-income countries. The Vaccine Alliance brings together developing country and donor governments, the World Health Organisation, UNICEF, the World Bank, the vaccine industry, technical agencies, civil society, the Bill & Melinda Gates Foundation and other private sector partners. By pooling the demand of Gavi-supported countries, securing long-term commitments from donors and implementing innovative financing mechanisms, Gavi is able to shape markets to ensure sufficient supply of high-quality vaccines at affordable prices. Through its co-financing, eligibility and transition model, Gavi works with countries to scale-up domestic financing for immunisation and to help them transition from Gavi support as their economies grow. Since 2000, Gavi has contributed to the immunisation of nearly 822 million children and the prevention of more than 14 million future deaths. 

Procurement at Gavi is defined as the acquisition of goods or services. This includes the complete set of activities and processes to support tendering, contracting, performance management of suppliers and the full procure-to-pay requisition chain.

KEY EXPECTED RESULTS
  • As a key Business Partner, achieve internal customer satisfaction by ensuring the Procure to Pay (P2P) process is not discontinued; goods and services are delivered on time as per the required specifications, while suppliers are paid in due and agreed time;
  • Ensure and maintain the highest ethical and moral values during all procurement processes;
  • Make recommendations on operating procedures, workflow and decision processes. Ensure all related activities are delivered within the agreed timeframe;
  • Lead supplier bidding and negotiation processes in close cooperation with the relevant Gavi Teams to ensure that the best value for money, services and goods is attained;
  • Implement and maintain all procurement system parameters to reflect the procurement policy.
Manage purchasing operations and procurement activities. Solve problems involving technical and commercial issues. Problems may be operational, non-routine and multi- faceted. Must work within project guidelines, scheduling and prioritising in a complex multinational and multicultural environment, particularly given the increasing complexity surrounding our commercial partnerships and scrutiny applied to every contract that we process. 

Responsibilities for procurement activities:
  • Assist the requestors for Geneva (GVA) and Washington DC (WDC) staff during their procurement process, namely through:
    • Ensuring the procurement process is followed;
    • Necessary documents sustaining the requisition are in place;
    • Overviewing the requisitions;
    • Providing on-going coaching and necessary awareness about Gavi’s policies and procedures;
    • Providing procurement training to focal points in GVA and WDC.
  • Establish effective vendor relationships and perform vendor performance evaluations for local and international vendors through the Supplier Review and Management process,
  • Negotiate financial and commercial terms ensuring the optimal Products/Services are delivered at the most efficient financial terms for Gavi,
  • Focus on supporting the Programme Support function in all the P2P aspects (sourcing, contracting, supplier performance monitoring, etc),
  • Report instances of non-compliance to the Procurement Head or Operations Director and initiate the Corrective Action Plan,
  • Identify/consolidate requirements for all types of spend categories and work closely with requesting parties and the Procurement Head in defining optimal supplier base and commercial conditions,
  • Manage the vendor(s) operational compliance to contracts within the area of responsibility for GVA and WDC,
  •  Ensure that vendors are continuously challenged to provide the best cost and services to Gavi with a clear focus on respective service cost reduction. Perform price checks on a regular basis using the available management systems and methods e.g. audit,
  • Develop and maintain the Gavi Procurement SharePoint Website and ensure that the published information and documents are accurate,
  • Manage RFQs & RFPs when required:
    • Preparation of the RFQ/RFP document with the Business owner,
    • Identification/selection of the bidders,
    • Follow-up of the RFQ/RFP process during the tender,
    • Preparation and initiation of the selection process,
    • Selection / Interviews and pre-selected bidders,
    • Negotiate agreements with the selected company(ies), and where applicable establish clear Statement of Work, paired with Service Level Agreements. 
  • Prepare quarterly Procurement KPIs reports.
Responsibilities for purchasing activities:
  • Validate PR documentation and select purchasing flow as defined in the procurement policy;
  • Issue and release PO to suppliers for GVA and WDC;
  • Ensure compliance with the provisions on Advance Payments as stipulated in the Policy;
  • Monitor blocked invoices and follow-up items with Purchase Requestors Creators and suppliers as needed, supported by Finance;
  • Manage vendor queries under defined circumstances;
  • Perform other related duties as required.
Responsibilities for Procurement System (PS):
  • Act as the super user of the PS for all procurement related activities;
  • Create and maintain PS UAT documentation;
  • Run PS UAT for new releases;
  • Create and maintain PS procurement documentation;
  • Maintain PS parameters and workflows;
  • Provide PS procurement training to requestors and approvers in Geneva and WDC;
  • Address all PS related issues with both requestors, approvers and developers;
  • Create and maintain the suppliers list for Geneva and WDC.
Note: The essential functions listed in this section are not limited only to the tasks listed and may include other duties as assigned.
  • Minimum 8 years in purchasing & procurement experience in a multinational or international environment;
  • Work experience in IT procurement is an asset.
  • Excellent interpersonal, written, and oral communications skills;
  • Proficient with Microsoft Office applications, procurement tools (AX Dynamics), and SharePoint;
  • Proficient in IT procurement management and in leading RFP processes;
  • Advanced negotiation skills;
  • Team player, have a collaborative style, and a positive and flexible attitude; 
  • A self-starter with fresh ideas and enthusiasm to enhance status in the multi-cultural community;
  • Ability to work independently and needs to be flexible with hours. 
  • Written and spoken fluency in English;
  • French is highly desirable, German an asset.
  • University degree in business administration or equivalent;
  • IT/Project management qualifications a plus.
  • Internal contacts:
    • Gavi Staff;
  • External contacts:
    • External providers and suppliers;
    • Alliance partner organisations;
    • Procurement peers in other International Organisations.
If you wish to apply, please provide a cover letter and resume through our Careers webpage and apply by clicking on “Senior Manager, Procurement” Deadline for applications is 27 September 2021.

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We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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