PROCUREMENT ASSISTANT

Job purpose

The International Committee Of The Red Cross (ICRC), an independent humanitarian organization whose mandate is to provide protection and assistance for victims of armed conflict and other situations of violence, is looking for a

Procurement Assistant based in Geneva Headquarters

The LOG_PURCH_HQ unit manages the purchasing process of indirect materials and services at Headquarter.

In line with its objectives to optimize costs and improve efficiencies, the ICRC has decided to reinforce the LOG_PURCH_HQ unit to support the deployment of its ERP at the Headquarters.

The primary purpose of the Procurement Assistant is to support the implementation of the ERP at the Headquarter and to manage the transactional procure-to-pay (P2P) process of designated indirect materials and services. The Procurement Assistant will also provide administrative support to Indirect Purchasers.

Main responsibilities

1. Support ERP implementation at the Headquarters
    

• Act as a single point of contact across functions during pilot phases
• Escalate issues to the Project team as required during pilot phases and report as appropriate to LOG_PURCH_HQ
• Contribute to the increase of the overall PO coverage at Headquarters

1. Manage the transactional procure to pay process (P2P) of designated goods and services in ERP system.

• Acknowledge receipt of customer requests
• Prepare SR and SD Orders + order placement through ERP system (JDE)
• Order follow-up and receipt
• Invoice management. Process first step invoices (reconciliation with PO, entering cost center and account, etc. ) before submission to indirect purchasers for approval
• Archiving and filling of PO, invoices, etc.
• Create, maintain supplier / items in e-procurement system 
• Solve transactional problems with users and suppliers

1. Support administrative tasks related to strategic sourcing process (SSP). 

• Support the “Analysis” phase of SSP.  
• Support the “Go to market” phase of SSP. Review drafting of Rfx. Ensure communication with bidders. Send all required documents. Collect answers from bidders.
• Support the “Contract” phase of SSP. Prepare working document based on comments from Bidders on ICRC General Terms & Conditions.
• Provide administrative support to contracting (document preparation, validation, printing, sending, archiving)
• Request quotes to suppliers from specifications provided by indirect purchasers. Compile quotes and prepare comparison table.

Qualifications and experience required

• Bachelor degree in Business Administration or equivalent
• Minimum 3 years of experience working in procurement  as an assistant or supporting a senior buyer
• Fluent in both French and English
• Good level of MS Office literacy, including  Excel)
• ERP experience (JD  Edwards)
• Team oriented

Additional information

Contract : Open ended

Starting date : 01.01.2018

Application deadline : 05.11.2017