Procurement & Contracting Officer

Background/IRC Summary: 

The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Today, 13.4 million people in Syria - more than half of the country's population - are in need of humanitarian assistance with needs increasingly being exacerbated by economic decline. Of these, 6.8 million are refugees and asylum-seekers who have fled the country. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.

IRC is offering a robust humanitarian response to the Syria crisis a rapidly expanding portfolio, supported by more than 1000+ staff in Syria Country Program. IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, early childhood development, education, women’s protection and empowerment, non-food items and food distribution, cash assistance, water and sanitation, protection and rule of law, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.

Job Overview/Summary:

The Procurement and Contracting Officer reports to the procurement manager. the primary responsibility of the procurement and contracting officer is to manage, track and monitor the current active contracts, conduct suppliers’ performance evaluations, maintain supplier’s relationships, and execute needed tenders based on the needs of Syria country program.

Responsibilities:

• Prepare, execute, and manage tendering process for Syria County program according to IRC’s standard procurement procedures.
• Tracking, monitoring, and managing IRC’s suppliers’ performance, by utilizing IRC’s supplier’s performance management tools, to ensure best identification of performance gap, and to ensure setting a corrective action plan for performance improvements.
• Manages contracts terms and conditions and facilitates the process of Terms customization in collaboration with IRC’s global supply chain quality assurance team and the Legal team.
• Ensure having a complete due diligence process before contracting with suppliers and follow up on ATC expiry dates of all contracted suppliers.
• Track, monitor and control all supplier related documents, and ensure proper archiving within a structured supplier database.
• Act as the main point of contact with the contracted supplier, ensure each party knows the roles and responsibilities.
• Facilitate contract amendment process if needed as per IRC’s standard procurement procedures and policies.
• Conduct a Market survey in Gaziantep and other cities, including inside Northwest Syria.
• Conduct Spent Analysis on the current MPA’s and MSA’s.
• Manage the tracking tools of existing master purchase agreements and service contracts, and initiate renewals process in a timely manner.
• Analyze the spent on each procurement category and identify any potential need for new MSA’s and MPA’s.
• Monthly analytical monitoring of PRs for all transactions, and identify any red flags related to recuring or repeated purchases and identify potential needs to develop any new master agreements.
• Assist national staff in generating high-quality procurement paperwork, managing the procurement, and organizing files in the box.
• Provide training on the procurement process to SC and Non-SC staff when required and manage the certification process of Syria CP’s procurement Committee members.
• Follow up on outstanding payments which are related to our contracted suppliers. 
• Updating the Supply Chain BVA system and having accurate information.
• Accomplishing and supporting in clearing a procurement backlog, cleaning up the aging PR, and Improving the procurement lead time for Northwest Syria and Gaziantep
• Conduct supplier visits when needed and ensure submitting regular visit reports.
• Support procurement manager and other procurement team members in other procurement tasks if needed.
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Staff Performance Management, Learning & Development

• Hire, supervise, and build the capacity of team members in relevant technical and management competencies.
• Develop and implement remote management capacity building approaches to build the strengths the teams teams in Syria.
• Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
• Hold high-quality meetings with each direct report on a regular and predictable basis, minimally on a monthly basis.
• Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
• As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
• Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.