Procurement and Logistics Assistant at International Rescue Committee (IRC)

Job Overview/Summary

The Procurement and Logistics Assistant is responsible for working closely with the Procurement and Logistics team, internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation. 

Major Responsibilities

Procurement Planning:
The Procurement Assistant is responsible for working closely with the Procurement officer and Manager, internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation. Supply chain planning includes:

• Preparing and implementing procurement plans
• Implementing all IRC procurement SOPs
• Collecting, organizing and analyzing data
• Monitor supply market and conduct market surveys & analysis.
• Updating supplier database & pricelists
• Carry out all documents photocopying, scanning, archiving procurement files & reception of goods.
• Proper filing of all procurement documents
• Follow up internally between the SC department and Finance department on procurement-related transactions.
• Sending a request for feedback regarding suppliers’ performance & update supplier files accordingly.
• Send Request for quotation for Market Survey, Proposals or Procurement of desired goods and services
• Establishment and maintenance of ethical, professional working relationships with suppliers.
• Responsible for implementing procurement plan & strategies and ensures all program procurement needs are met on time in accordance with GSC and donors’ standards.
• Support in development of procurement specifications.
• Processing approved Purchase requests through the procurement software (Integra) and ensuring data accuracy.
• Participate in tender meetings & evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that are transparent and documented.
• Demonstrate value for money in procurement.
• Perform Market Analyses by collecting, organizing, and analyzing market data and financial reports.
• Any other duties or tasks delegated by the Procurement and Logistics Manager and Procurement and Logistics Officer.

Contract Management:

• Responsible for managing contracts and supplier performance to ensure that terms & conditions, standard operating procedures are adhered to as provided by GSC. This includes:
• Preparing and executing contracts for recommended bidders
• Timely renewal of running contracts.
• Execute contracts against set performance indicators.

Supplier Management:

• Responsible for managing supplier relationships and performance to ensure that there is precise record keeping as provided by GSC. This includes: -
• Maintain suppliers file and documentation
• Documents supplier performance
• Maintain supplier performance score cards.

Compliance and Ethics:

• Assist in implementing donor rules & regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through: -
• Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures in identifying and reporting procurement red flags,
• Implementing internal and external audit corrective action plans (CAPs).
• Identify, document and timely report any IRC procurement deviations following the mechanism in place for appropriate follow-up.
• Ensure all staff (international and national) are familiar with and comply fully with the IRC Way policies.
• Implement and sustain segregation of duties in procurement and other related functions.
• Review and provide feedback on assigned supply chain reports submitted by the country office.
• Develop and support the implementation of improvement plans.
• Implement discrete, time-bound Supply Chain initiatives which improve performance or compliance (i.e. implementing a post-audit corrective action plan).

Fleet and Transport Management:

• Oversee the management of the transport fleet & generators.
• Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program teams and Base Manager.
• Ensure that systems are in place to account for transported goods.
• Prepare monthly reports on Fuel Usage, Mileage, and spares expenditures by vehicle& generators for review, general reporting, and analysis for continuous improvement.
• Ensure management, tracking, maintenance, and reporting of all IRC vehicles & generators according to IRC policy.
• Any other duties or tasks delegated by his/her supervisor.

Reporting:

•  The Procurement Assistant is responsible for preparing and submitting accurate:
• Month end report to the Procurement Manager by the 1st of every new month.   
• Support with developing and updating the procurement plans (assigned) as required.
• Submit monthly list of commitments to Procurement Manager/Supply Chain Coordinator and Finance.
• Responsible for compiling regular reports on inventory stock levels, assets and fuel consumption on a weekly & monthly basis.

Key Working Relationships

• Position Reports to:  Procurement & Logistics Officer
• Indirect/Technical Reporting: Procurement & Logistics Manager, Director of Finance and Operations, Senior Supply Chain Coordinator and Supply Chain Coordinator.
• Key Internal Contacts:
• Country Program:  Nigeria CP
• Region/Global: CRRD Region
• Key External Contacts:  INGO supply Chain Cluster Partners

Qualifications

• Must possess at least a minimum of 2 years professional working experience in the substantive area of supply chain
• Diploma or Degree in a relevant field.
• Competency in Microsoft suites (MS word, excel, PPT, outlook)
• Must have cognate skills in computer appreciation.
• MUST possess a high level of integrity and with good interpersonal skills
• Ready to work in difficult environmental conditions.
• Working experience in North- East of Nigeria will be an added value.

Demonstrated Technical Skills:

• Experience working with grants funded by donors including USAID, OFDA, DFID, ECHO, EU, and knowledge of specific donor guidelines.
• Demonstrated training and coaching ability
• Knowledge and understanding on quality of care, specifically client rights issues.
• Demonstrated expertise in the substantive area of work and strong program experience.
• Demonstrated ability to network within the development partners community.
• Familiarity and knowledge of emergency programming with humanitarian and resilience angle – Experience in the humanitarian setting is an asset.
• Ability to take initiative and independently respond to situations.
• Strong commitment to IRC’s mission, purpose, and values.
• Excellent organizational skills with the ability to prioritize workload.
• Well organized and analytical.
• Able to work well in a team and to undertake assigned tasks independently.