Senior Procurement Manager at International Rescue Committee (IRC)

Sector: Supply Chain

Employment Category: Fixed Term

Open to Expatriates: No

Location: Maiduguri

Job Description

• The primary objective of the position is to support the Supply Chain function in developing world-class procurement practices to improve program support for IRC Borno Offices.
• It requires the occupant to have a deep understanding of humanitarian supply chains including but not limited to need assessment, sourcing, buying, and expediting procurements
• The success of this role requires close collaboration with field staff, country leadership, program teams, and GSC Quality Assurance.

Major Responsibilities:
Under the direct supervision of the Supply Chain Coordinator, you will be responsible for the following:
A. Procurement Planning
You will:

• Perform Market Analyses by collecting, organizing, and analyzing market data and financial reports and monitoring Supply Market to ensuring price quotations and Supplier offers are authentic and reasonable
• Develop procurement plans for active grants, in collaboration with program Coordinators/Managers and internal and external partners to support program implementation.
• Ensure program teams develop distribution plan for supplies and assets of closed grants in the warehouses.
• Coordinate with supply chain field staff to ensure that there is sufficient spaces in warehouses before sending program supplies to the field sites.
• Ensure that the supply chain department is well staffed and roles and responsibilities of each have clear job description.

B. Procurement
You will:

• Implement all IRC procurement Standard Operating Procedures to ensure compliance to IRC and donors procurement policies
• Work with requesters to develop comprehensive purchase specification
• Maintain accurate procurement data and records and ensuring on time procurement reporting
• Review procurement documents before payment
• Lead the bidding process, including Request for quotation process, Request for proposal process, Tender evaluation and facilitating procurement committee functioning
• Develop and implement category sourcing strategy
• Set negotiation objectives conduct negotiations with potential suppliers to ensure value for money

C. Contracting Process

• Prepare, review, and utilize Procurement contracts, including Master Agreements (MPA, MSA) to ensure favorable Procurement Terms and Conditions
• Set key performance indicators and service level agreements for contracts
• Monitor contract implementation to ensure suppliers adherence to contract terms and conditions
• Prepare and submit timely and accurate procurement report(s) to inform decision-making process.
• Implement and sustain segregation of duties in procurement and other related functions.

D. Supplier Management

• Maintain mutually beneficial relationships with suppliers
• Conduct Supplier performance reviews and feedback process and maintain up to date and accurate supplier performance scorecards
• Develop suppliers for sustainable value adding procurement

E. Compliance and Legal

• Conduct procurement due diligence, including ATC check, supplier site visits, supplier background checks and implement any other fraud prevention methods
• Conduct self-assessments of conformance to supply chain policies, procedures, controls, and performance
• Provide complete documents for audit and implement Corrective and/ or preventive action Plans (CAPA)
• Identify, document and timely report any IRC procurement process deviations following the mechanism in place for appropriate follow up.
• Develop and support implementation of improvement plans.
• Provide constructive support to other functions to ensure effective, compliance to policies & procedures.

F. Staff Management and Development:

• Support recruitment of procurement staff through the effective utilization of the IRC supply chain competency matrix.
• Ensure each staff members' objectives are set following the organizational unit visions as well as operations context(s);
• Provide face to face and remote orientation to newly hired procurement staff.
• Assess procurement staff competency and training gaps and develop appropriate intervention programmes
• Deliver Training and Professional development programmes
• Co-ordinate training and maintain training record
• Key Working Relationships:
• Report to: Supply Chain Coordinator

Duty Station: Maiduguri
Position directly supervises Senior procurement Officer in Maiduguri
Position Indirectly Supervises Procurement Officers, Procurement Assistants

Internal and/or external contacts:
Internal: Regular relationships with regional and country Supply Chain staff at all levels, Deputy Director of Operations and Project Coordinators/Mangers. Actively participate in global and regional supply chain, conferences, and leading sessions as required.
External: May Serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups and foundations.

Qualifications

Education:
Bachelor’s Degree required or equivalent qualification in required field
Professional certification in supply chain management and/or emergency response management.
Work Experience:

• At least 5 years of experience in handling humanitarian supply chain.
• Strong ERP roll out and management skills.
• Clear training and mentoring ability.
• Experience working with a diverse portfolio of Donors and knowledge of specific donor guidelines.
• Demonstrated Skills and Competencies:
• Have a high degree of flexibility and ability to work under sometimes acute hardship conditions against tight deadlines.
• Strong computer and communication equipment skills, including Microsoft Office applications.
• Ability to lead teams
• Change management
• Risk management
• Decision-making capability
• Cross-Functional collaboration
• Result Focus
• Effective Communication
• Problem-Solving ability