Officer, Procurement - Askira Uba at International Medical Corps

JOB SUMMARY:  

• The Officer, Procurement is responsible for processing assigned procurement activities in accordance with International Medical Corps policies and procedures, donor and host country regulations. 
• Officer, Procurement is responsible to: 
  • Ensure all directly managed procurements are performed in an ethical and transparent manner in line with applicable rules and regulations, ensuring best Value for Money. 
  • Ensure procurement actions are documented, properly filed and audit ready. 
  • Assist with the induction of procurement staff peers.  
  • Ensure procurements tracking for assigned purchase request is up-to-date and available to stakeholders. 
  • Ensure vendors are registered / vetted prior placing order and their performance is monitored. 
• The Officer, Procurement reports to Procurement Manager or other supervisor, as per applicable team structure. 
• To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

MAIN TASKS AND RESPONSIBILITIES

• Responsible for the timely and transparent acquisition of equipment, supplies and services, for program support and implementation, while ensuring compliance with IMC, host government and Donor’s procedures and regulations. 
• Ensures compliance open, transparent, ethical and free competition in procurement activities with aim to achieve best value for money. 
• Participate in market surveys. 
• Ensures that vendors are registered, assessed, screened and prequalified (as required) prior placing order. 
• Ensures that performance of vendors is monitored and documented for assigned procurements. 
• Alerts supervisor if any Service Level Agreements (SLAs) for any category of items requires updates due to changes in the market. 
• Support program team with cost estimates whenever required. 
• Ensures timely bids solicitation against approved purchase request and defined selection criteria. 
• Responsible for assigned bidding processes including review of procurement requisitions, solicitation of quotes, collecting quotes, comparing bids or supporting their evaluations, recording committee conclusion and placing authorized orders. 
• Ensures utilization of available Blanket Purchase Agreements (BPAs). 
• Ensures complete and compliant procurement documentation is submitted for review and approval. 
• Promotes enhanced business and negotiation practices, positive and ethical business relations with vendors.
• Ensures regular updates of procurement tracker. 
• Ensures that documents required to process quantity and quality controls (including samples where applicable) are available timely with staff tasked to process count and Quality Control at the time of commodities or services handover. 
• Check received vendor invoices against approved order and confirmation of delivery. 
• Ensures timely payment request to Finance, in line with order payment terms. 
• Collects and share feedback from requesters/users and business partners/suppliers to supervisor. 
• Ensures correct use of item catalogue use in procurement activities. 
• Staff Capacity building and Learning & Development: 
• Provides support or and participates in orientation of other staff as tasked. Maintains open and professional relations with team members, promoting a strong team spirit and providing assistance with guidance to enable staff to successfully perform in their roles. 
• Compliance, Audit and related controls 
• Responsible for compliance of performed actions with IMC policies and procedures and applicable donor rules and local laws and regulation. 
• Identifies risks related to assigned procurements and implement mitigations measures in collaboration with supervisor.  
• Maintains accurate filing systems, with documented and auditable records of procurement transactions and reports.  
• Ensures timely submission or availability information required for mandatory reports. 
• Responsible for implementing correctives measures identified as result of self-control, audit or compliance review. 
• Ensures Export Compliance requirements for all assigned procurement actions. 

Fraud prevention 

• Committed to fraud prevention, detection, reporting and fraud risk reduction as per IMC policies and procedures, donor rules and local laws and regulations. 
• Logistics Management & Information System (LMIS) 
• Ensures to use any software solutions accurately and in line with IMC guidelines.
• Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Job Requirements

MINIMUM QUALIFICATIONS

• Typically, a Bachelor's degree in Logistics, Supply Chain management or related area. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Typically, 3+ year of relevant experience working in in Procurement and/or Logistics.
• Good interpersonal and team skills 
• Commitment to and understanding of IMC’s aims, values and principles 
• Fluency in written and spoken English 
• Relevant qualifications or training courses. 
• Knowledge of MS Office including MS Word, Excel, PowerPoint, and Outlook  
• Good interpersonal skills.  
• Ability to work in participatory manner with staff to assess needs, implement and monitor activities.  
• Ability to integrate and work well within multi-ethnic and multicultural team.  
• Ability to work in harsh conditions, often in remote areas