The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.
The IRC has been present in Nigeria since 2012 when the organization responded to flooding in Kogi state. In February 2014 the IRC moved into Adamawa State in NE Nigeria to provide humanitarian interventions through a multi-sectoral, integrated approach for conflict affected populations. IRC Nigeria now operates a country office in Abuja and field offices in Mubi and Yola of Adamawa State, Maiduguri and Monguno of Borno state, Katsina, Zamfara and Sokoto states. Currently, IRC Nigeria implements programs primary health care, nutrition, environmental health, women’s protection and empowerment, protection, child protection, education, food security & livelihoods.
Job Overview/Summary
The Procurement Assistant is a key position within Supply Chain and carries responsibility for the integrity of the IRC's procurement system. Supply Chain must be able to rapidly procure Program supplies, services, and equipment, whilst ensuring best practices and maintaining audit-compliant records. This individual will be responsible for carrying out procurement processes and activities at the Maiduguri field site, Borno state and provide support to the Area Base offices in compliance with IRC and donor regulations ,Attend all procurement committee meetings, Coordination with Finance, Admin and programs department to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation, Ensuring that a transparent and responsive procurement process is implemented, maintained and advise the Logistics Manager of procurement-specific issues or improvements, ensuring that all Supplies, services and equipment required are delivered in time, establishment and maintenance of ethical, professional working relationships with suppliers, Maintain supplier information for regularly purchased items, and be informed of current local market conditions
Major Responsibilities
Procurement Planning
The Procurement Assistant is responsible for working closely with Supply Chain Officers,
internal and external stakeholders to ensure effective procurement planning and
preparation to support program implementation. Supply chain planning includes –
• Preparing and implementing procurement plans
• Implementing all IRC procurement SOPs
• Collecting, organizing, and analyzing data
• Monitor supply market and conduct market surveys & analysis.
Procurement
Support with implementing procurement plan & strategies and ensures all program
procurement needs are met on time in accordance with GSC and donors’ standards. This
includes: -
• Support in development of procurement specifications - Processing approved
Purchase request through the procurement software and ensuring data accuracy.
• Request for quotations / proposals.
• Participate in tender meetings & evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that is transparent and documented.
• Demonstrate value for money in procurement.
Contract Management
• Preparing and executing contracts for recommended bidders
• Timely renewal of running contracts.
• Execute contracts against set performance indicators
• Responsible for managing contracts and supplier performance to ensure that terms
& conditions, and standard operating procedures are adhered to as provided by
GSC.
Procurement Planning
The Procurement Assistant is responsible for working closely with Supply Chain Officers,
internal and external stakeholders to ensure effective procurement planning and
preparation to support program implementation. Supply chain planning includes –
• Preparing and implementing procurement plans
• Implementing all IRC procurement SOPs
• Collecting, organizing, and analyzing data
• Monitor supply market and conduct market surveys & analysis.
Procurement
Support with implementing procurement plan & strategies and ensures all program
procurement needs are met on time in accordance with GSC and donors’ standards. This
includes: -
• Support in development of procurement specifications - Processing approved
Purchase request through the procurement software and ensuring data accuracy.
• Request for quotations / proposals.
• Participate in tender meetings & evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that is transparent and documented.
• Demonstrate value for money in procurement.
Contract Management
• Preparing and executing contracts for recommended bidders
• Timely renewal of running contracts.
• Execute contracts against set performance indicators
• Responsible for managing contracts and supplier performance to ensure that terms
& conditions, and standard operating procedures are adhered to as provided by
GSC.
Supplier Management
• Support with managing supplier relationships and performance to ensure that there
is precise record keeping as provided by GSC. This includes: -
• Maintain suppliers file and documentation
• Documents supplier performance
• Maintain supplier performance score cards.
Compliance and Ethics
• Assist in implementing donor rules & regulations for all procurements (including any
specific departmental procurement task assigned), Identifying and analyzing
compliance risk in procurement processes through: -
• Implementing due diligence for suppliers, this includes conducting reference
checks, supplier visits etc.
• Provide consistent and constructive support to other departments to ensure
compliance with policies and procedures
• Identifying and reporting procurement red flags,
• Implementing internal and external audit corrective action plans (CAPs)• Support with managing supplier relationships and performance to ensure that there
is precise record keeping as provided by GSC. This includes: -
• Maintain suppliers file and documentation
• Documents supplier performance
• Maintain supplier performance score cards.
Compliance and Ethics
• Assist in implementing donor rules & regulations for all procurements (including any
specific departmental procurement task assigned), Identifying and analyzing
compliance risk in procurement processes through: -
• Implementing due diligence for suppliers, this includes conducting reference
checks, supplier visits etc.
• Provide consistent and constructive support to other departments to ensure
compliance with policies and procedures
• Identifying and reporting procurement red flags,
• Implementing internal and external audit corrective action plans (CAPs)
Key Working Relationships
Position Reports to: The Procurement Assistant directly reports to the Procurement Officer
Position directly supervises: N/A
Indirect Reporting:
Other Internal and/or external contacts:
Internal: Finance and the Program Sectors
External: Suppliers/Vendors
Job Requirements
Undergraduate or Bachelor University Degree, preferably in management, administration, or related fields
Work Experience: At least 2 years, maintain attention to detail, and coordinate multiple tasks to meet deadlines, Effective time management and organizational skills, Ability to multi-task, Team spirit and problem-solving abilities, Good knowledge and use of Microsoft excel and A good command of English language
Demonstrated Managerial/Leadership Competencies: Ability
Languages: English Is Mandatory, Hausa and Kanuri Will be of added advantage.
Computer/Other Tech Requirements:
· Full professional competency in Microsoft Office Suite, especially Word, Excel, Outlook, and PowerPoint, use of Supply chain ERP, Integra, SAP etc.).
Ability to Travel: This position is 100% Maiduguri
PROFESSIONAL STANDARDS
All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.
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