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.

Under the direct supervision of the Senior Supply Chain Officer: The Supply Chain Officer - Procurement is responsible for the efficient coordination and management of supply chain functions for IRC offices. She/he will be responsible for undertaking the entire supply chain activities: procurement management, procure to pay (P2P) and fleet management, running efficient and effective fleets. S/he must be able to discharge her/his responsibilities in strict compliance with IRC policies, procedures, and donor requirements, whilst ensuring best practices and maintaining audit-compliant records.

Major Responsibilities:

Procurement

  • Ensuring that all purchases of goods, services, and construction works are done transparently, at the best available price, and in compliance with policies and procedures.
  • Working closely with internal and external stakeholders to ensure effective procurement preparation to support program implementation.
  • Carrying out all procurements in line with IRC procurement SOPs as per assigned by Supply Chian Manager.
  • Developing and maintaining price rosters for all commonly used program supplies.
  • Ensuring that approved suppliers and framework agreements are always used for procurement of goods, services, and works.
  • Processing approved purchase requests through the procurement software (online BVA)
  • Preparing request for quotations, request for proposals, and other tender solicitation documents
  • Participating in tender meetings, evaluations, and vendor due diligences
  • Preparing bid opening records, bid analysis, and award recommendations.
  • Conducting contract negotiations with suppliers that is transparent and documented.
  • Demonstrating value for money in procurements
  • Reviewing procurement documents for accuracy and completeness before taking payments for approval.
  • Routine communication, coordination, and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
  • Maintain the IRC Purchase Request Tracking & Metrics system and submit routine reports to the Supply Chain Coordinator.

Contract Management

  • Preparing and executing contracts for recommended bidders
  • Ensuring contract executions comply with the terms & conditions.
  •  Engaging in timely renewal and amendment of running contracts
  • Tracking and measuring supplier performances against set performance indicators
  • Maintain supplier performance score cards.

Supplier Management

  • Conducting supplier due diligence including ATC clearance
  • Maintaining suppliers file and documentation
  • Establishing a working relationship with key suppliers.

Compliance and Ethics

Mitigate compliance risk in procurement processes through: -

  • Identifying and reporting procurement red flags
  • Vetting suppliers through strict due diligence processes
  • Training and collaborating with teams to ensure compliance with policies and procedures.
  • Implementing internal and external audit corrective action plans (CAPs).

Reporting 

The SC Officer procurement C is responsible for preparing and submitting accurate: -

  • Support with developing and updating the procurement activities (assigned) as required.
  • Submit monthly list of commitments to Supply Chain Manager.

Fleet Management

  • Oversee the management of field office fleet allocation and ensure that all sites/sectors have reasonable vehicle allocation.
  • Ensure optimum utilization of scarce vehicles with vehicle utilization weekly plan shared by program heads through exercising prioritization and coordinated vehicles allocation
  • Ensure timely vehicle maintenance and service including motor bikes; follow up on fuel utilization in line with the IRC standards and keep appropriate records or documentation.
  • Closely supervise the vehicle, service, transport, lease sector activities are run properly in accordance with IRC policy and procedures.
  • Ensure that IRC transport or vehicle policies are known and respected by all drivers and users.
  • Conduct vehicle operating cost analyses and share them with the Sr Supply Chain officer monthly
  • Keeping updated records and paperwork for vehicles and drivers.
  • Managing fuel and maintenance service procurements as needed
  • Ensuring that preventative vehicle maintenance is carried out to a high standard with minimum disruption to program activities.
  • Ensuring that all drivers are briefed on IRC’s vehicle policies and procedures.

Key Working Relationships:

Position directly supervises:  Drivers

Position directly reports to: Sr Supply Chain officer

Other Internal and/or external contacts:

Internal:   Regular relationships with program staff, Operations, and country Supply Chain staff at all levels

External:  Vendors and Services providers.

Safeguarding Responsibilities:-

  • Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC [team/office]
  • Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies

Job Requirements:

Work Experience:  2 years for BA and 1 year for MA of direct work experience in supply chain operations (Procurement and Fleet Management) for degree

Educational Requirements:

Education:

  • BA Degree in logistics, Procurement & Supply chain management, Accounting, economics, business management or any other relevant field of study.
  • Minimum of 2 years of working experience for BA Degree holder and 1 years working experience for MA holder
  • Experience working in NGO and humanitarian setting is advantageous.
  • Having good knowledge and experience with the ERP system-Integra brand is a plus.

Preferred experience & skills:

Demonstrated Skills and Competencies:

  • Knowledge of generic procurement procedures and practices (IRC or NGO 2 (Two) years’ experience).
  • Demonstrated success as a procurement leader within supply chain including planning, procurement and logistics.
  • Good collaborator and influencer with effective interpersonal and analytical skills who can work seamlessly across cultures, organizational units and suppliers.
  • Knowledge and experience in procurement plans, strategies, market analysis techniques, procurement and contracting.
  • Good analytical and negotiation skills
  • Excellent skills in conducting market analysis and sourcing strategies.
  • Able to work effectively in a highly matrixed structure.
  • Good mathematical skills
  • Proven Ability to handle workloads and to work under pressure
  • Excellent communication and organizational skills, ability to determine priorities and attention to detail are a must. Ability to deal with professional people from programming, operations and finance backgrounds.
  • Ability to deal with multi-disciplinary professional people from programs, operations and finance backgrounds and with diversified suppliers and contactors.
  • Ability to plan, organize, and supervise/monitor implementation of emergency response programs.
  • Strong organizational and time-management skills; proven ability to prioritize and deliver on time.
  • Ability to work both independently and in a dynamic, cross-functional team structure.
  • Highly proficient in Microsoft Office suite.
  • Ability to manage and work through change in proactive and positive manner.

IRC is an equal employment opportunity employer.  IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status or disability.

IRC strives to build a diverse and inclusive team at all levels who as individuals, and as a group, embody our culture statement creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.

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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