Procurement & Admin Assistant

Job Purpose

The Procurement and Admin Assistant will provide support to IFRC and IRCS procurement activities, following the IFRC procurement policies and standards; and support admin tasks as required, namely assistance with IFRC equipment and maintenance, service provision and travel arrangements. The assistant will execute these tasks under the supervision of the manager.

Job Duties and Responsibilities

Procurement Tasks

• Support the IFRC and IRCS teams – Operations, Finance and Technical – in collecting procurement needs and required information, including technical specifications and market related inputs as requested by line/technical Manager.
• Work in close collaboration with IFRC and IRCS for operational procurements at national level, providing support to ensure procurement activities following IFRC procedures, regulations and standards under the guidance of the line/technical Manager.
• Follow closely the procurement processes to support a high quality, efficient and cost-effective procurement process that meets the requests of the services users and escalate issues where needed.
• To liaise with relevant field level operational partners and governmental bodies as required and support the collection of information on local market conditions to assist efficient procurement service.
• To maintain and update data of all goods and services procured at a country level, and support preparation of information for GHS & SCM to review supplier arrangements.
• To report to the line Manager on any foreseen changes in procurement plans and activities in a timely manner for decision-making and action.
• To support the line Manager ensuring that all procured goods and services are compliant with IFRC regulations and quality standards, are fit for purpose and meet inspection compliant by assisting with documentation and checks.
• To support the line Manager in managing, evaluating and reporting upon procurement activity which meets delivery, budget and quality targets in-line with LPSCM procedures and country procurement plans through data collection and administrative support.
• To keep good communication with IFRC Operations, Finance and Technical teams, ensuring visibility of procurement trackers, transportation and storage, etc.

Job Duties and Responsibilities (continued)

Supply Chain

• Ensure proper maintenance and services of equipment, vehicles, accommodation, warehouses and other essential installation. ·
• Maintain records of IFRC office related stock and reporting on stock levels to The line manager
• Prepare reports on personnel and material movement and ensure that reporting requirements are fulfilled in an accurate and timely manner.
• an audit trail for all procurement documents to ensure transparency and accountability within the operation.

Administration Taks

• Support the maintenance and equipping oh the IFRC office with the necessary amenities for effective work.
• Support the maintenance and security of the IFRC contracted premises – houses, warehouses.
• Keep track of IFRC premises lease contracts, and alert for the need for extensions or resolution. Support lease extensions when required and requested.
• At the request of the manager, support the arrangement of staff travel, including booking of flights and others

Reception services

• Support the timely registration and distribution of incoming mail and courier services.
• Support the timely renewal of postal services, including rental and mail redirection fee payments, as requested.
• Ensure that telephone calls are professionally answered
• Assist in the administration and reconciliation of petty cash in accordance with IFRC procedures

Education

Required

• University degree in relevant area (e.g. public health, disaster management, international development)
• Basic Delegates Training Course or IMPACT. Surge, RCRC technical or operations management training or equivalent experience and technical competencies

Experience

Required

• At least 2 years of experience in Procurement
• Field experience in procurement and administration
• Experience in procurement tracker, quality control and accountability

Preferred

• Work experience with RC/RC
• Good knowledge and relevant work experience in the regional context

Knowledge, Skills and Languages

Knowledge and Skills - Required

• Effective team and project management skills
• Good analytical skills, including understanding of results-based management or other approaches to programmatic quality assurance
• Good mentoring and capacity development skills
• Ability to work well in a multicultural team
• Excellent stress management skills
• Demonstrated accountability

Languages

• Fluent spoken and written English and Persian - Required
• Good command of another IFRC official language (Arabic or French) - Preferred