Procurement Assistant at International Rescue Committee (IRC)

Requisition ID: req22949
Location: Damaturu, Yobe
Sector: Supply Chain
Employment Category: Regular
Employment Type: Full-Time
Open to Expatriates: No

Background

• The Global Supply Chain Department supports the organization’s work by providing reliable and scalable application development and Operations for the IRC’s offices in the US and around the world, in the aspect of procurement, assets, inventory and management of the IRC’s GSC policies.

Program Background

• The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.
• IRC entered Nigeria in October 2012 in response to a widespread flood disaster. IRC’s emergency response team, with local partner CISCOPE (Civil Society Coalition for Poverty Eradication), implemented a project to support livelihoods and improve WASH in Kogi State from February to May 2013 to January 2014. This was followed by a 3month nutrition and food security program in the same location from October 2013 to January 2014.
• IRC has been supporting programming in Adamawa State since early 2014. The current project addresses malnutrition and associated health concerns among conflict-affected persons in North-Center Adamawa State. In addition, IRC is beginning a new education focused grant looking at non-traditional educational access for conflict-affected youth. 

Position Overview

• The Procurement Assistant is a key position within Supply Chain and carries responsibility for the integrity of the IRC’s procurement system.
• Procurement Assistant must be able to rapidly procure Program supplies, services, and equipment, whilst ensuring best practices and maintaining audit-compliant records.
• This individual will be responsible for pro-active sourcing, team supporting, supplier reference checking, updating procurement trackers & supplier data base along with material category price list. S / he will also help the staff in finalizing the planned MSA / MPA’s in a timely manner by supporting in the site visits procedure & documentation preparation

Major Responsibilities

• Updating supplier database & Material category price list
• Creating Payment requests files and submit to finance
• Carryout all documents photocopying, scanning, archiving procurement files &reception of goods
• Proper filing of all procurement documents
• Follow-up internally between SC department and Finance department on procurement-related transactions.
• Following the guidance of the procurement staff, to ensure that all fields’ goods, to be dispatched along with all the needed documentation (Waybills…).
• Sending request for feedback regarding suppliers’ performance & update supplier files accordingly
• Participate in MSA / MPA procedure where staff is needed.
• Send Request for quotation for Market Survey, Proposals or Procurement of desired Goods and Services
• Preparing Payment requests for delivered Goods or services.
• Ensuring that all Supplies, services, and equipment’s required are delivered in time.
• Establishment and maintenance of ethical, professional working relationships with suppliers
• Any other duties or tasked delegated by Supply Chain Officer or Supply Chain manager

Key Working Relationships

• Position Reports to: Procurement Officer
• Position directly supervises: NA

Other Internal and / or External Contacts:

• Internal: All staff
• External: This position will require close collaboration with IRC Staff, suppliers & other networks, etc.

Qualifications

• Undergraduate or Bachelor's Degree, preferably in Management, Administration, or related fields
• Work Experience: Minimum of 1 year
• Language Skills:  Excellent in English.

Personal Characteristics:

• Maintain attention to detail and coordinate multiple tasks to meet deadlines.
• Detail-oriented
• Sense of humor
• Effective time management and organizational skills.
• Ability to multi-task.
• Team spirit and problem-solving abilities.
• Good knowledge and use of Microsoft excel.
• A good command of English language.
• Working Environment:  Staff will be based in Yobe office.
• Working Environment.