Senior Procurement Officer
Who are we?
Danish Refugee Council is a leading protection agency pursuing our mandate to protect and promote durable solutions to displacement-affected populations on the basis of humanitarian principles and human rights. In the Middle East and North Africa (MENA), DRC apply a regional approach with operational presence in Libya, Tunisia, Algeria, Jordan, Lebanon, Syria, Turkey and Iraq.
Present in Iraq since 2003, DRC is today operational in the Kurdish governorates, in and around Baghdad and in several South-Central governorates. Focused both on the influx of Syrian refugees and the current IDP crisis, DRC is providing assistance in a range of sectors including Camp Coordination and Camp Management, Protection, Livelihoods, Emergency Response (including food security, cash, and NFIs), WASH, Shelter and Mine Action. The Iraq programme presently employs some 450 national staff and 45 international staff, and is growing to meet new, emerging needs associated with ongoing and recent conflict in multiple locations.
About the job
The Senior Procurement Officer is responsible for the procurement of goods, services and works as well as supporting improvements in procurement functions. This includes, but is not limited to, assistance in providing technical and compliance advice and planning support to future initiatives to increase the in-country procurement capacity
Duties and Responsibilities
Planning and Operation
• Procure all goods, services and works in a cost-effective and transparent manner in line with DRC and donor specific policies, in collaboration with the PLM;
• Liaise with suppliers to create realistic delivery schedules and compare actual deliveries in order to evaluate supplier performance and responsiveness.
• Ensure that all order requests, purchase orders, RFQ and ITBs are tracked from point of planning and request through to final receipt. Regularly review, update and share the databases and trackers to the PLM.
• Prepare the RFQ and ITB relevant documents, as well as TOC (tender) reports for tender committee review.
• Participate in evaluation of bids and proposals and make sure the bids evaluation report, technical evaluation, minutes of negotiations and negotiated contract in selection of consultants contain all the facts and information required to justify the recommendations made in the report.
• Assist with the preparation of contracts and amendments of contracts when needed.
• Participate in the joint verification of procured goods and equipment and to ascertain the items conformity to Technical Specifications and Quantities.
• Maintain a database on all procurement activities for a project and/or region.
• Ensure all standard reports are completely in a timely manner with 100% correct data entry. Analyse for gaps and trends.
• Provide procurement planning support to the programme staff as required.
• Provide data to monitor and evaluate the overall procurement performance in support of the programs.
• Coordinate transportation of goods in line with programme budgets and needs, ensuring the most cost effective and reliable means of transport is used for the timely delivery of supplies to projects.
• Constantly search the market for new suppliers that may provide better service or value for money for DRC.
• Maintain and update suppliers list using the Supplier Profile and Registration Form.
• Facilitate the supplier pre-qualification process;
• Initiate strategic sourcing for frequently purchased items to ensure framework agreements with the suppliers and service providers are in place;
• Ensure procurement files are accurate and records are in compliance to DRC and donor procurement policies, filing system is properly established, all soft copies and hard copies of procurement files are accessible and manageable by auditors;
• Supervise procurement team members, provide support and training, promote a friendly and professional working environment, ensure staff development and learning environment; ensure staff performance appraisals are reviewed regularly and conducted as per DRC HR policies and procedures;
• In collaboration with the PLM/ Asset Manager, ensure purchased assets are registered in the inventory database;
• Prepare and submit payments of suppliers to finance in a timely manner;
• Screen the suppliers in anti-terrorism databases;
• Ensure the non-winning suppliers receive notification from DRC about the status of their bids;
• Provide procurement support to sub-offices
Organisation, administration and personnel management
• Overall responsibility for the management of the procurement team in area of operations
• Oversee the observance of the DRC Code of Conduct within the procurement department, ensure that procurement staff fully understand what corruption is and are trained at least once a year on the detail of the Code of Conduct and anti-corruption measures;
• Ensure that all suppliers and procurement staff are aware of the procedures to whistle-blow for corruption and other breaches of the Code of Conduct.
• Ensure that all suspicions and allegations of corruption are reported to the Head of Office immediately, unless the Head of Office is alleged to be involved, in which case suspicions and allegations should be reported to the Country Director.
• Ensure that the terms of employment for national staff are enforced and that disciplinary issues are dealt with quickly and fairly;
• Ensure that a training and professional development plan is developed for all staff in the procurement team.
• Responsible to ensure that all procurement is conducted in accordance with the DRC’s Operations Handbook
• Responsible to ensure that recommendations for improvements (e.g. from audits) are implemented in a timely manner
• Responsible to ensure that all allegations of breaches of the Code of Conduct by staff reporting to the Procurement and Logistics Manager are reported and with the support of the Team Leader and Security Focal Point, investigated and concluded swiftly.
To be successful in this role you must have:
• Bachelor’s degree in relevant field or extensive experience can substitute qualification.
• Minimum 2 years of procurement experience (preferably gained in developing countries) with INGOs or NGOs
• Minimum 1 year of supervisory experience
• Excellent communication skills – verbal and in writing
• Excellent inter-personal skills and proven ability to negotiate with a wide range of people (internally and externally)
• Ability to adapt to the complex and stressful working conditions of the area of operations
• Cultural and gender sensitivity, adaptability, willingness to travel.
• High-level knowledge and practice with Word, Excel, Outlook, etc.
• Ability/willingness to work with extremely tight deadlines and multiple tasks.
• Excellent written and spoken English required; Arabic and/ or Kurdish is an asset.
• Willingness to follow security policies and procedures.
In this position, you are expected to demonstrate DRC’ five core competencies:
• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You act in line with our vision and values.
DRC will offer the successful applicant a 12 months contract subject to extension based on performance and funding. You must be available to start work in September 2017 and be willing to live and work in Iraq.
Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriates; please refer to www.drc.ngo under Vacancies. This position will be placed at A18 or A17 DRC’s salary scale depending on experience. The R&R cycle for Erbil is every 12 weeks.
Interested? Then apply for this position by clicking on the apply button. All applications must include a cover letter explaining your motivation for applying for this position and an updated CV (no longer than four pages). Both must be in English. Applications without a cover/motivation letter will not be considered.
If you have questions or are facing problems with the online application process, please contact firstname.lastname@example.org
Applications close 15 August 2017.
Need further information?
For further information about the Danish Refugee Council, please consult our website www.drc.ngo
- Organization: DRC - Danish Refugee Council
- Location: Erbil
- Grade: Mid/Senior
- Closing Date: 2017-08-15