Job Title: Procurement Officer Duty Station: Dnipro
Department: Supply
Chain Section
Supervisor: Senior
procurement manager
Main Purpose of Job:
The
Procurement Officer is responsible for the efficient coordination and
management of procurement functions for IRC’s office. The position holder
will procure Program supplies, services and equipment, whilst ensuring good
practices and maintaining audit-compliant records. You will ensure that all
purchases of goods and services are done transparently, at the best available
price, and in compliance with IRC and donor procurement policy and
procedures.
Key responsibilities
1. Procurement
Responsible for implementing
procurement plan and strategy and ensuring all procurement needs are met on
time in line with GSC and donors’ standards, the role holder will:
Act upon submission of a dully approved Purchase Request. Educate and support customers to ensure timely submission of approved PRs with sufficient details, realistic delivery target date.
Process approved Purchase requisitions
through the procurement software ensuring data accuracy.
Initiate and process Request for
quotations (RFQ) and Request for proposals (RFP).
Prepare bids analysis and other bidding
documents for approval.
Conduct negotiations with suppliers
that is transparent and documented.
Receive invoice and control against original order, advance payments/instalments already delivered, request for payment through IRC procurement ERP
For goods: Facilitate delivery of orders to the warehouse of the site of payment and collect Good Received Note.
For services: Facilitate delivery of services, collect memo from most technically sound IRC personnel for completion validation. Ensure period of guaranty, aftersales service is mentioned.
Collaborating with all departments by
Coordination with finance, grants and program to ensure smooth and
timely procurement
2. Procurement Planning
Working
closely with Supply Chain Manager, and other internal and external partners,
you will effectively plan and support program implementation by:
Collecting, organizing, and analysing
data market information and data to enable effective procurement
planning
Preparing and implementing procurement
plans following related IRC procurement Standard Operating Procedures
(SOPs)
Monitor supply market and conduct
market surveys & analysis to ensure value for money in procurement.
Update supplier and price lists
3. Contract Management
Lead
the contracting process so that the terms and conditions, and contracting
procedures as provided by Global Supply Chain are followed.
To achieve this, you will:
Prepare and executing contracts for
recommended bidders
Timely renew qualifying contracts and
Master Agreements.
Execute contracts against set requirements
and performance indicators
4. Supplier Management
The
role will lead supplier relationships and performance to ensure that
Suppliers adhere to Service Level Agreements (SLAs), and that there is
precise record keeping. This includes:-
Maintaining suppliers files and
documentation
Monitoring and documenting supplier
performance
Maintain supplier performance
5. Compliance and Ethics
You
will assist in identifying and analysing compliance risk in procurement
processes and in implementing donor rules & regulations for all
procurements by:
Implementing due diligence for
suppliers, this includes conducting reference checks, supplier visits
etc.
Providing consistent and constructive
support to other departments to ensure compliance with policies and
procedures
Identifying and reporting procurement
red flags across the procurement value chain
Implementing corrective action plans
(CAPs) in response to internal and/or external audit queries
6. Reporting
You will support timely and accurate
reporting by:
Preparing and submitting accurate
monthly reports to the Procurement Manager on time.
Supporting with developing and updating
the procurement plans (assigned) as required.
Submitting monthly list of commitments
to Procurement Manager/Supply Chain Coordinator and Finance
Submit periodic procurement tracking
report for specific procurements that you are assigned to.
7. Leadership and Development
Setting procurement team members
objectives
Documenting training needs
Ensuring that all procurement staff and
counterparts are trained to standards
Key Working Relationships:
Internal: Regular relationships with program
staff, Operations staff and country Supply Chain staff at all levels
External: Vendors and Services providers.
Systems Compliance and
Improvement:
- IRC-Ukraine specific finance, logistics, IT, security, communications and human resource/administration policies and procedures.
Any new procedures and guidelines designated in circulars from Country Director and ERT Supply Chain Coordinator.
Policy compliance – IRC way policies
Ensure any violations of the IRC Sexual Abuse and Exploitation Code of Conduct are reported to the CD. The reporting of violations is an obligation on the part of all staff members.
Assist where necessary in undertaking activities that aim to prevent the occurrence of sexual abuse and exploitation of beneficiaries by IRC and other humanitarian workers.
Confidentiality:
- Ensuring the non disclosure of any information whatsoever relating to the practices and business of IRC acquired in the course of duty, to any other person or organization without authority, except in the normal execution of duty.
Functional skills and knowledge (REQUIREMENTS):
Education: Diploma in Supply chain-procurement
Business, Administration/Financial Accounting related field
Work Experience:
3-4 years of work experience in supply
chain operations (Procurement)
Experience working with NGO is an asset
Demonstrated Skills and Competencies:
Knowledge of generic procurement
procedures and practices
Good collaborator with effective
interpersonal and analytical skills who work seamlessly across cultures,
organizational units and suppliers.
Knowledge and experience in procurement
plans, strategies, market analysis techniques, procurement and
contracting
Good negotiation skills
Excellent skills in conducting market
analysis and sourcing strategies.
Able to work effectively in a matrixed
structure
Computer literacy (Microsoft Office Word and Excel spreadsheets;
Outlook)
Languages Requirements: Fluency in Ukrainian and English.
Standards of Professional
Conduct: The IRC and
IRC workers must adhere to the values and principles outlined in the IRC Way –
Code of Conduct. These are Integrity, Service, Equality and Accountability. In
accordance with these values, the IRC operates and enforces policies on
Beneficiary Protection from Exploitation and Abuse, Child Safeguarding,
Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating
Trafficking in Persons and several others.
Gender Equality: IRC is committed to narrowing the gender gap
in leadership positions. We offer benefits that provide an enabling environment
for women to participate in our workforce including parental leave,
gender-sensitive security protocols and other supportive benefits and
allowances.
IRC is an
Equal Opportunity Employer IRC considers all applicants on the basis of merit
without regard to race, sex, color, national origin, religion, sexual
orientation, age, marital status, veteran status or disability.