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We are seeking a highly organized and proactive Procurement Coordinator to join our Thailand Program. In this role, you will ensure that procurement, asset management, and operational logistics are delivered efficiently, transparently, and in full compliance with WCS policies and donor requirements. If you are passionate about operational excellence, ethical procurement, and supporting conservation through strong business practices, we would love to hear from you.
Job Purpose:
This position supports all procurement and asset tracking activities for the WCS Thailand program operations and field projects. The Procurement Coordinator will provide general day-to-day operational support and lead the compliant procurement of project goods and services. Working closely with the administration, finance, and project field teams, this role ensures absolute alignment with WCS global procurement guidelines, donor compliance rules, and meticulous asset accountability.
Major Responsibilities:
1. Procurement Management
- Lead the operational coordination and execution of all procurement requests for the WCS Thailand country program.
- Determine the appropriate procurement method and lead or administer solicitation processes, collaborating with technical subject matter experts to develop specifications, identify qualified vendors, and coordinate bid evaluation and award recommendation activities.
- Identify, research, and evaluate reliable suppliers and vendors to source competitive commercial quotations.
- Conduct systematic market comparisons of vendor quotations, verifying item specifications, delivery timelines, and financial terms.
- Develop and maintain supplier relationships to achieve maximum value-for-money and high product/service quality standards.
- Prepare standard Purchase Orders (POs) by verifying accurate technical pricing and ensuring proper institutional levels of financial authorization are secured before releasing orders. Draft contracts using approved WCS templates or route requirements to Legal for contract creation, coordinating stakeholder review and approval of negotiated terms and conditions.
- Provide clear, day-to-day guidance and technical assistance regarding procurement processes to all country program staff.
2. Invoice Tracking & Audit Readiness
- Track procurement delivery statuses and coordinate with suppliers to resolve complaints or delivery discrepancies.
- Ensure all original vendor invoices, matching purchase orders, delivery notes, and verified procurement files are promptly submitted to the accounts team for payment processing.
- Maintain a highly organized, efficient, and centralized physical and digital filing system for all historical quotes, expenditure records, receipts, and approvals.
- Compile and prepare clean, auditable procurement files to support regular internal reviews and external donor audits.
- Establish, monitor, and periodically review, update a verified pre-qualified list of local suppliers and service providers.
3. Asset & Vehicle Fleet Management
- Maintain a highly accurate, centralized, and up-to-date Country Program Asset Register in strict compliance with WCS global policies and specific donor regulations.
- Ensure all newly procured equipment meeting institutional asset thresholds is physically tagged with a unique ID number, recorded, and officially allocated using standard Asset Handover forms.
- Coordinate and conduct physical asset verification counts across the Nonthaburi office and field sites at least twice annually, documenting asset conditions and updating locations.
- Assist the supervisor in preparing asset declaration reports and required paperwork for project closeouts, donor reporting, and external audits.
- Develop and manage an efficient tracking dashboard for all WCS vehicle insurance policies, tax registrations, and legal operating contracts, ensuring prompt renewals.
- Coordinate with the project team to record vehicle condition checks and track preventative vehicle maintenance schedules.
- In collaboration with WCS Risk Management team, cooperate directly with insurance companies to manage claims and ensure maximum reimbursement if an accident or damage occurs.
- Collaborate with project field teams to ensure all onboard vehicle emergency first-aid kits are fully replenished and field-essential gear (winches, recovery tools, tarpaulins) is kept in top working order.
4. General Support
- Execute and support any additional operational, administrative, or logistics tasks as assigned by the direct supervisor to facilitate smooth project delivery.
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