Procurement Assistant at International Rescue Committee (IRC)

Job Overview/Summary

• The Procurement Assistant  is responsible for assisting the  Procurement Officer with  efficient coordination and management of procurement functions for IRC’s office. Supply Chain must be able to rapidly procure Program supplies, services, and equipment, whilst ensuring best practices and maintaining audit-compliant records.
• The Procurement Assistant ensures that all purchases of goods and services are done transparently, at the best available price, and in compliance with IRC and donor procurement policy and procedures.

Major Responsibilities

Procurement Planning

• The Procurement Assistant  is responsible for working closely with Procurement Officers, Senior Procurement 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.

Procurement

• Support with  implementing procurement plan & strategies and ensures all program procurement needs are met on time in accordance with GSC and donors’ standards. This includes: -
• Support in development of procurement specifications - Processing approved Purchase request through the procurement software (online BVA) and ensuring data accuracy.
• Request for quotations / proposals.
• Participate in tender meetings & evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that is transparent and documented.
• Demonstrate value for money in procurement.

Contract Management

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

Supplier Management

• Support with 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
• identifying and reporting procurement red flags,
• Implementing internal and external audit corrective action plans (CAPs)

Reporting

• Support with developing and updating the procurement plans (assigned) as required.
• Submit weekly list of internal and external commitments (PR-PO Tracker) to Procurement Officer
• Submit periodic BVA procurement tracking report for specific Grants you’re assigned to.
• Periodic sharing of non-active PO to technical team for cancellation.
• Be an ambassador of IRC ‘s way as a standard for professional conduct.

Key Working Relationships:

• Internal: Regular relationships with program staff, Operations, and country Supply Chain staff at all levels
• External: Vendors and Service providers.

Qualifications

Education: 

• Relevant Advance diploma in Business Administration OR  and diploma in Supply Chain - Procurement Management

Work Experience: 

• Approximately 2-3years of professional experience procurement staff

Demonstrated Technical Skills:

• Knowledge of generic procurement procedures and practices (IRC or NGO experience).
• Demonstrated success as a procurement leader within supply chain including planning, procurement, and logistics
• Good collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across cultures, organizational units and suppliers.
• Knowledge and experience in procurement plans, strategies, market analysis techniques, procurement and contracting
• Good analytical and negotiation skills
• Excellent skills in conducting market analysis and sourcing strategies.
• Able to work effectively in a highly matrixed structure
• Good mathematical skills.