Supply Chain Officer Tapachula

Background

The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and 22 U.S. cities, IRC restores safety, dignity, and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.

IRC’s work in Mexico supports migrant populations throughout the country - those in transit and those who see Mexico as a destination. Current program areas include cultural orientation, a range of protection activities, and support for livelihoods.

Job Overview/Summary

The Supply Chain Officer in Mexico City reports to the Supply Chain Manager (SCM) and is responsible for handling IRC’s Purchase Requests, soliciting quotations, verifying offers and following up on deliveries related to the country program main office as well as supporting field supply chain teams with day-to-day operations.

Major Responsibilities:

• In coordination with the SCM, perform and document price and cost analysis in connection with every procurement action. Price analysis will generally take the form of comparison of quotations, market prices or other indices. Cost analysis should ensure that each element of cost is reasonable, allowable under IRC and donor regulations, and acceptable to project based on relative benefit.
• Track and monitor country program procurement. Provide weekly/monthly updates on procurement status.
• Provide technical assistance to program teams to ensure high standards of quality and accountability on purchases.
• Ensure that the procurement of goods and services is conducted in compliance with IRC policies and procedures, donor rules and regulations and host government regulations.
• Solicit quotations from prospective vendors to support all operations and program requirements.
• Facilitate procurement planning and upcoming procurement resources needs.
• Work with all IRC staff to ensure smooth introduction and adoption of procurement systems; assist teams in understanding their roles and responsibilities in terms of interaction with supply chain throughout the entire purchasing process.
• Receive, verify and analyze offers; process bid analysis and price comparisons according to IRC rules and regulations.
• Follow up with deliveries, whether with suppliers or with IRC staff; update requestors on their PR’s status.
• Manage and update supplier databases in Integra with pricing for all categories.
• Conduct market surveys and evaluations of suppliers.
• Ensure that all supplies, services and equipment required are delivered on time. This includes routine communication, coordination and planning with the relevant requesting staff regarding their orders.
• Ensure all SC related documents and files (electronic and hard copies) are properly archived, organized and up to date, and ensure regular back up of SC files on the relevant IRC formal files storage systems/means.
• Coordinate with Finance, Admin and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.
• Inclusion of all required procurement documents in waiver request files (Purchase Requests, Market Surveys Proform (3), ATC etc.)
• Management of all waivers with details of the emergency procurement circumstances; including the country program leadership approval (CD, DDO).
• End-to-end procurement processes are conducted through Integra.
• Any IRC procurement process deviations are identified, documented and reported using the mechanism in place for appropriate follow up.
• Support in managing office space, lease agreements and associated office services
• Update inventory/asset lists every month. Implement IRC Asset and Inventory policies, asset maintenance and tracking, and manage the grant ending inventory reports.
• Understand customs clearance procedures.
• Develop, adapt or build effective, functional and lower-risk procedures.
• Any other function related to the role assigned by the supervisor in order to achieve the goals of the role.