Procurement, Delegate

The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the world’s largest volunteer-based humanitarian network. The Federation is a membership organisation established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” It works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies. The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance; ensuring consistency, coordination, and accountability for performance; knowledge sharing; promoting collaboration within and respect for the RCRC Movement; and expanding engagement with partners. The Secretariat’s headquarters is organized in three main business groups: (i) Partnerships, including Movement and Membership; (ii) Programmes and Operations; and (iii) Management Services.

The IFRC’s Supply Chain Department is a core function supporting the IFRC humanitarian action. The Department has a global network including:

• a headquarters-based Supply Chain Management Department in Geneva
• a Logistics Hub and Global Fleet office in Dubai
• Five regional operational supply chain units located in Panama, Kuala Lumpur, Nairobi, Beirut and Budapest
• logistics hubs
• country-based logistics set-up

Supply Chain Management is a function dedicated to:

• Provide the goods and services as needed by NS and IFRC to deliver to the most vulnerable.
• Provide services to deliver visible value to the members, improving the efficiency and effectiveness of the supply chain and strengthening its control.
• Developing talents & future leaders.

Working under the Head of Country Cluster Delegation in Central Asia, the Procurement Delegate shall handle the procurement cases under different emergency operations and programmes in Central Asia by ensuring effective operational and tactical procurement of goods and services.

The incumbent will ensure effective execution of operational procurement, support tendering as required and ensuring best value for money objectives are achieved. Also, it is expected that incumbent will analyze current Logistics and procurement capacity and practice of the Red Crescent Societies and will provide on-job training to ensure that IFRC procurement guidelines are followed. 

Key areas of influence and key internal relationships include:

Carry out operational and tactical procurement for Red Crescent Societies, in strong coordination with regional operational procurement team and Country Cluster Delegation, and strategic sourcing team.  Be accountable to ensure the availability of all goods and services (right quality, right price, right time, right quantity and right place) in close coordination with the global sourcing team and the global operational procurement team. This role carries accountability for ensuing compliance with IFRC supply chain standards globally.

In-Charge with the preparation and issuance of international and local purchase orders for supplies, equipment and services,
preparation and submission of Sourcing and Operational Management reports and analysis including tracking and performance tools,
and ensuring that global and local policies and procedures are conveyed to end users in the procurement of goods and services.

Key Accountabilities

• To manage the provision of procurement activities for Red Crescent Societies following standard procurement procedures and policy.
• To directly negotiate with key suppliers within the category/procurement area to ensure the provision of the goods and services to meet present and anticipated requirements.
• To recognize and pursue opportunities to consolidate supplier commercial arrangements across a broader range of procured goods and services for the benefit of the Federation and its internal/external customers.
• To act as the IFRC lead within procurement service provision, providing technical expertise and advice across the network to enable the delivery of a high quality and commercially effective procurement service provision that optimally meets the needs of the IFRC, partners and customers.
• To lead on the delivery of procurement service improvement, best practice, continuous learning, and knowledge sharing between departments and keep the unit at the forefront of innovative procurement service practices.
• To lead internal relationship building to ensure cross-functional co-operation and integration which minimizes risk and results in high quality technical solutions.
• To support external sourcing request, including but not limited to, providing inputs for cost estimates and liaising with finance department on Invoices management.
• Ensure process records and performance data are maintained for audit trail purpose.
• Establish KPIs for the operational procurement function and report KPIs to the Management team on an ongoing basis.
• Perform technical review (procedures compliances) as per needs.
• Ready for deployment to support the operation needs as and when needed within Central Asia.

All these applies to enhance NS procurement capacities as part of the National Society Logistics Development 

Operational support

• Analysis of the procurement processes of the National Society.
• Jointly with National Society and IFRC relevant staff, develop a Procurement Plan for all IFRC supported/funded projects.
• Perform an analysis of the National Society procurement structure, information flow and approvals.
• Overseeing all procurement activities and providing inputs for improving the staff skills.

NS Capacity Building

• Conduct on-the-job training for the National Society programme teams on how to initiate the procurement process correctly with the required set of documents
• Conduct on the job training for the National Society procurement teams on the procurement of goods and services and contract management in line with IFRC procurement policies and procedures.
• Briefing National Society staff on conducting market analysis before drawing up tender specifications
• Provide induction training in procurement with recommendations based on needs:
  • Review complete process
  • Role and responsibilities
  • Authorization level for procurement
  • To organize and facilitate bid opening ceremony, local committee on contract
  • Competitive Bid Analysis
• Conduct capacity assessment of the National Society procurement unit and identification of capacity gaps and needs.
• Provide inputs and templates for goods, works and services acceptance certificates (RFQ, RFQ, Inspection and Receipt Report, Certificate of completion/acceptance of works and services).
• Provide inputs and templates for the development of a supplier database.

General overview on National Society Logistics Development.

Required:

• University degree in Business, economics, Engineering, IT or other relevant area. 

Preferred:

• Professional Procurement Qualification highly preferred

Required:

• Minimum of 5 years of relevant experience in managing complex procurement operations including high volume in procurement, of which minimum 3 years at international level
• Experience of managing and integrating tactical and operational procurement 

Preferred:

• Experience within the commercial sector
• Red Cross/Red Crescent knowledge and experience

Required:

• In-depth grasp of international procurement practices including legal aspects
  Problem solving skills
• Demonstrated ability to analyse operational procurement impact, including at operational/institutional levels
• Commercial acumen and Proven negotiating skills
• Ability to work to tight deadlines and handle multiple tasks
• Ability to work in matrix environment
• Ability to work in a cross-cultural and cross-functional environment, strong interpersonal skills
• Ability to deliver efficient operational procurement in a challenging environment
• Ability to synthesise and analyse complex data
  
• Fluently spoken and written English

Preferred:

• A broad understanding of humanitarian issues, disaster recovery and related organization
• Good command of Russian is an asset 
• Good command of Tajik is an asset 

Values: Respect for diversity; Integrity; Professionalism; Accountability
Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust