Supply Chain / Procurement Assistant

Founded in 1933 at the request of Albert Einstein, the International Rescue Committee (IRC) (www.Rescue.org) helps people whose lives and livelihoods are shattered by conflict and disaster, to survive, recover and gain control of their future. The IRC responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. At work today in over 42 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home. IRC has worked in Liberia since 1996 and is one of the largest humanitarian actors in the country.

Overview

The Procurement Assistant under the supervision of the Senior Program Coordinator, is responsible for supporting the efficient coordination and management of procurement functions for IRC’s WCPE project. One of the core functions of the Assistant Supply Chain/Procurement Officer as an integral member of the Raising Community Voices project Team is, s/he must be able to rapidly procure program supplies, services and equipment, whilst ensuring best practices, adhering to code of conducts and maintaining audit-compliant records.

Responsibilities: Compliance

• The implementation and/or maintenance of standard IRC procurement policies and procedures
• Ensuring that procurement is carried out in accordance with IRC and donor-specific polices
• Attend all procurement meetings as duly required
• Work with the Procurement department for technical support as appropriate
• Coordination with Finance, and WCPE Program department to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation are properly filed.
• Ensuring that a transparent and responsive procurement process is implemented and maintained.
• Routine communication and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
• Ensuring that all Supplies, services and equipment’s required are delivered in time.
• Establishment and maintenance of ethical, professional working relationships with suppliers/providers.
• Maintain supplier information for regularly purchased items, and be informed of current local market conditions.
• Work with the IRC Liberia Country Program Office Procurement department and advice the field office on procurement-specific issues or improvements.
• Resilience, record of performance in high-pressure work environments and ability to problem solve
• Be willing to serve as backup to other related procurement position and functions
• Any other duties or tasked delegated by supervisor to maximize Program outcomes

Documentation and Reporting

• Follow up with relevant units, internal or external on documents and ensuring all procurement records are complete and accessible.
• Monitor procurement records to ensure that each procurement request is fully and clearly documented according to IRC policy.
• In collaboration with the Administrative Officer, prepare/maintain the IRC WCPE Office weekly and monthly Purchase Request Tracking & Metrics system (PRTS) and submit routine reports to the Senior Program Coordinator and the Technical Coordinator
• Analyze Purchase Request Tracking in order to ensure that all procurement is carried out efficiently and in a timely manner.
• Produce routine purchase status reports for Programs and Finance
• Maintain an IRC Master Agreements or Vendor/Provider’s database.
• Generate and/or maintain comprehensive price list for goods, services and equipment’s purchased by IRC.

Liaison

• Work closely with the Supply Chain /Procurement department to provide accurate on-time, standard monthly reports.
• Liaise with Program/Operations Teams to ensure that items requested are procured and delivered to IRC Warehouse.
• Liaise with Program team and ensure that all staff follows IRC Procurement Processes
• Liaise with Program Staff for the implementation of the procurement plans developed by both IRC and the 4 Local CSO.

Common Duties

• Attend and participate in trainings identified/organized by IRC and/or Supply Chain Department
• Follow any new procedure and guidelines designated in circulars from Supply Chain Coordinator/ Deputy Director or Country Director.
• To report any violations of the IRC Sexual Abuse and Exploitation code of conduct. The reporting of violations is obligations on the part of staff members.
• To assist where necessary in undertaking activities that aimed to prevent the occurrence of Sexual Abuse and Exploitation by IRC and other humanitarian workers.