ABOUT CHILDREN INTERNATIONAL
Children International Inc., herein referred to as CII, based in Manila and CI-Philippines Inc., herein referred to as CIPI as based in Manila are both affiliates of Children International (CI), a global nonprofit, headquartered in Kansas City, USA,
Children International (CI) globally delivers child and youth development programming to break the cycle of generational poverty. Through a long-term, customized approach, we serve young people in 10 countries around the world for the first two decades of their lives.
By providing access to resources such as education, health care and positive role models, along with life skills and job skills they need to become sustainably employed adults, we are empowering our participants to improve their own lives, while transforming their families and communities. We are in it for the long haul, because we know that the nearly 220,000 children and youth we support around the world deserve a fighting chance.
As a locally registered organization, Children International Inc. (CII) delivers programs that support children and youth across its service areas. With more than 200 staff and over 1,500 volunteers, CII serves nearly 47,000 children and youth across communities in Manila, Quezon City, Caloocan, Malabon and Bulacan; the cities of Legazpi and Tabaco; and the municipalities of Daraga, Malilipot, Santo Domingo and Bacacay in Albay, Bicol Region. CII is also preparing to expand operations into future service areas. Meanwhile, CI-Philippines Inc. (CIPI) is a product-donation organization affiliated with Children International that connects donated health, education, mobility, hygiene and emergency-relief resources with underserved communities and institutions throughout the Philippines.
THE CAREER OPPORTUNITY (MORE ABOUT THE ROLE)
Children International Inc. is undertaking a significant organizational transition and integration initiative across multiple geographies to strengthen operational effectiveness, service delivery, and long-term impact for children and communities. The organization is implementing a project called “Project One CI: Integration, Growth & Sustainability” to support this transition, and the establishment of a shared services model.
Reporting to the Manager – Purchasing and Administration (Shared Service Unit - SSU), the Purchasing Coordinator (SSU) is a newly created, project-based role that supports consistent purchasing processes, service standards, and timely procurement delivery during this transition period across both entities: Children International Inc. and CI Philippines Inc. The role helps resolve operational issues and implement practical improvements to strengthen day-to-day purchasing services.
In collaboration with the Manager – Purchasing and Administration SSU, the Purchasing Coordinator SSU assesses purchasing requirements and translates them into workplans, priorities, timelines, and team assignments within established policies, budgets, and delegated authority. Significant contractual, commercial, financial, compliance, or supplier matters are escalated to the Manager with appropriate analysis and recommendations.
The role plans, organizes, and oversees purchasing services across both legal entities, including procurement scheduling, sourcing, purchase processing, contract administration, supplier coordination, delivery monitoring, documentation, and operational reporting. It monitors service delivery and supplier and contract performance against organizational requirements, manages competing demands, and adjusts workflows and resources to sustain timely, compliant, and high-quality services as needs and operating conditions change.
As a values-driven leader, the Purchasing Coordinator SSU, fosters a collaborative, accountable, and high-performing team culture aligned with CI's values. The role supports the engagement, development, and performance of direct reports (the Purchasing officer and Purchasing Assistant), builds strong partnerships with stakeholders across both legal entities, and promotes service excellence, continuous improvement, and adherence to organizational policies, including child safeguarding requirements.
We are seeking a passionate advocate for children with relevant experience in purchasing, sourcing, contract administration, supplier coordination, and procurement compliance; proven leadership and stakeholder management skills; and a commitment to delivering efficient, compliant, and mission-focused support services that enable lasting impact for children and communities.
RESPONSIBILITIES OF THIS ROLE
Procurement Planning and Coordination
- Support the Manager – Purchasing and Administration in consolidating business needs with Program, Operations, Finance, and other stakeholders and developing the Annual Procurement plan.
- Maintain Annual Procurement Plan (APP) and monitor the monthly execution, including planned and ad hoc procurement requirements.
- Coordinate procurement schedules, assign sourcing activities, monitor workload and service levels, and follow up delayed transactions.
- Consolidate procurement reports, category data, performance information, and management updates.
- Act as the main coordination point between requestors and purchasing staff for assigned procurement activities, escalating significant issues or risks to the Manager – Purchasing and Administration.
Category Planning and Sourcing Supervision
- Coordinate the preparation and implementation of category plans and sourcing approaches for assigned categories, subject to the direction and approval of the Manager - Purchasing & Admin.
- Under the supervision of the Manager – Purchasing and Administration, coordinate market research, supplier identification, RFQ/RFP or bidding activities, cost analysis, offer evaluation, and preparation of supplier recommendations.
- Negotiate pricing, payment terms, service levels, delivery requirements, and other commercial conditions within delegated authority.
- Consolidate demand and standardize specifications, suppliers, pricing arrangements, and purchasing methods where practical.
- Identify opportunities for term contracts, framework agreements, direct-to-service-area delivery, cost optimization, and supply continuity.
- Manage direct categories, including snacks, catering services, school supplies and equipment, printing services, marketing collaterals, and other categories assigned by the Manager - Purchasing & Administration.
Contract Administration
- Coordinate contract preparation, review, execution, implementation, amendment, renewal, and closeout for assigned suppliers and categories.
- Monitor contract obligations, service levels, pricing, delivery performance, validity periods, and required documentation.
- Maintain contract trackers and coordinate timely action on renewals, expirations, performance issues, and contractual risks.
- Escalate significant supplier, compliance, service, or contract issues to the Manager - Purchasing & Administration SSU.
Vendor Management
- Coordinate supplier sourcing, prequalification, accreditation, onboarding, and maintenance of the approved vendor pool for assigned categories.
- Maintain professional working relationships with key suppliers and support the Manager – Purchasing and Administration in facilitating supplier meetings and periodic performance reviews.
- Monitor supplier performance using agreed service, quality, delivery, compliance, and responsiveness measures.
- Coordinate corrective actions, issue escalation, supplier development, and continuity plans when performance gaps or supply risks arise.
- Maintain current market information on pricing, supply conditions, supplier capability, and applicable purchasing requirements.
Compliance and Reporting
- Review purchasing outputs for completeness, accuracy, compliance, and timely completion before endorsement or approval, as applicable.
- Ensure complete procurement, sourcing, contract, supplier, and performance documentation is available for management review and audit.
- Prepare periodic APP, category, sourcing, contract, supplier performance, and procurement service reports.
- Support internal control reviews, external audits, procurement improvement initiatives, and implementation of corrective actions.
- Undertake other related tasks that may be assigned by the supervisor from time to time.
Leadership & Development (LPI Aligned)
- Work closely with the Manager – Purchasing and Administration (SSU) to recruit, lead and develop effective and efficient purchasing team aligned with CI values and CI leadership portraits.
- Manage performance of direct reports through clear accountability, coaching, and development.
- Foster within the team a culture of accountability, ethical conduct, service orientation, and continuous improvement.
- Coordinate the implementation of approved changes within the Purchasing team and support staff to adapt Purchasing service to the Child Path model, the new operating model, and evolving operations environments.
- Support team capability building by facilitating learning opportunities, knowledge sharing, and the exchange of best practices and lessons learned in collaboration with global and regional teams.
- Consistently role model and promote behaviors aligned with CI values within the Purchasing team and in interactions with internal clients and partners.
- Collaborate as needed with regional and global teams, to provide one-off or ongoing support as needed by both CII and CIPI.
- Facilitate open communication, breakdown silos and collaboration among agency teams, global purchasing colleagues and relevant partners to resolve service issues, improve coordination, and sustain effective purchasing support for agency operations
EDUCATION, EXPERIENCE AND KEY SKILLS
- University degree in a relevant field, with at least six (6) years of experience in procurement, sourcing, contract administration, or supplier management, including minimum 2 years’ experience in supervising staff or coordinating the work of others. A relevant certification in procurement, supply chain, logistics, or contract management is highly advantageous.
- Demonstrated experience managing procurement planning and delivery for assigned categories, including competitive sourcing, supplier evaluation, negotiation, contract implementation, and performance management of geographically dispersed suppliers.
- Knowledge of procurement and supply chain processes, including market research, spend analysis, data management, record keeping, and familiarity with use of procurement dashboards, supplier scorecards, and spend or service-level data.
- Demonstrated high integrity and sound ethical judgment in procurement processes, including maintaining confidentiality, managing conflicts of interest, ensuring fair and transparent supplier treatment, and adhering to established policies and controls.
- Excellent interpersonal and relationship building skills, proven experience in tactfully building and leveraging partnerships with external (vendors, suppliers) and other internal stakeholders (staff and volunteers) as well as demonstrating respectful treatment of others and comfortable working across cultures and diverse environments.
- Proven leadership and people skills include recruitment, coaching, performance improvement, and conflict management with the ability to inspire, influence, empower diverse teams and build a culture reflective of CI values and expectations of high performance.
- Attention to detail with the proven ability to analyze data, identify trends, problem solve and suggest improvements.
- Time management and planning skills with the ability to handle multiple deadlines and priorities smoothly.
- Tech-savvy, with strong computer skills, proficiency in MS Office, especially Excel and preferred familiarity with Dynamics 365.
- Learning mentality characterized by listening, humility, and openness/courage to change.
- Fluency in English and Filipino with strong verbal and written communication and presentation skills.
OrGanizational Policies
- Strictly observe confidentiality and strong ethics regarding all beneficiary information/financial and other organizational data.
- Comply with and ensure adherence to the organization’s policies, safety and security protocols, child safeguarding norms and guidelines by self- and all stakeholders both internal and external.
- Promote diversity and inclusion, value other cultures, and demonstrate respect while relating with all organizational constituents irrespective of their race, color, faiths, gender, sexual orientation, age, caste, disabilities, experiences, beliefs, and ethnicity.
WORK AND TRAVEL REQUIREMENT
- Work schedules may include weekend and evening hours depending on work requirements.
- This role is field focused, and the incumbent must be comfortable and willing to travel across different field sites/service areas within the country, at least 5 – 7 days a month. There may be occasional travel outside the country for training and other related activities
Overall Decision Making & Supervision
- Subject matter expertise with complex decisions requiring independent actions and a high degree of initiative to resolve issues.
- This position is monitored on progress - typically reflects the status of goals/tasks completion
JOB INFORMATION
- Job Title: Purchasing Coordinator (Shared Service Unit – SSU)
- Department: Purchasing
- CI Leadership Portrait: Leader of Others
- Reports to: Manager – Purchasing and Administration (Shared Service Unit – SSU)
- Other Primary Working Relationship:
- Internal: Direct supervision of Purchasing Officer and Purchasing Assistants functional guidance as needed to Support Service Assistants (new service areas). Close coordination with Assistant Manager - Accounting, other colleagues in the purchasing and administrations Department and accounting Dept, Operations Dept including Service Area Coordinators, Program Department, Talent Growth and IT
- External: Suppliers, vendors, contractors, service providers, logistics partners, consultants, and other third-party organizations involved in sourcing, procurement, contract management, and service delivery.
- Grade: 7
- Engagement: Project-based contract concluding on 31 December 2028