Supply Chain Officer – Procurement Full Time NEW

Background: –

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their lives. The IRC works with people forced to flee from war, conflict and disaster and the host communities which support them, as well as those who remain within their homes and communities. We began work in Ethiopia since 2000 and currently implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

The IRC has a focus on narrowing the gender gap in humanitarian aid and ensuring that we contribute to gender equality, diversity, and inclusion in both our programs and operations by working to establish a context where our clients (including those from minority groups) enjoy the same rights and opportunities as well as an equal access to services. The IRC also has a strong commitment to creating an equitable and inclusive culture, where safeguarding is upheld in our workplace and programs. We are determined to protect our clients and staff from safeguarding violations through prevention and, where misconduct is alleged, to address it without fear or favor.

Job Overview/Summary:

Under the direct supervision of the Senior Supply Chain Officer : The Supply Chain Officer – Procurement is responsible for the efficient coordination and management of supply chain functions for IRC offices. She/he will be responsible for undertaking the entire supply chain activities: procurement management, procure to pay (P2P) and fleet management, running efficient and effective fleets. S/he must be able to discharge her/his responsibilities in strict compliance with IRC policies, procedures, and donor requirements, whilst ensuring best practices and maintaining audit-compliant records.

Major responsibilities include:

Procurement

• Ensuring that all purchases of goods, services, and construction works are done transparently, at the best available price, and in compliance with policies and procedures.
• Working closely with internal and external stakeholders to ensure effective procurement preparation to support program implementation.
• Carrying out all procurements in line with IRC procurement SOPs as per assigned by Supply Chian Manager.
• Developing and maintaining price rosters for all commonly used program supplies.
• Ensuring that approved suppliers and framework agreements are always used for procurement of goods, services, and works.
• Processing approved purchase requests through the procurement software (online BVA)
• Preparing request for quotations, request for proposals, and other tender solicitation documents
• Participating in tender meetings, evaluations, and vendor due diligences
• Preparing bid opening records, bid analysis, and award recommendations.
• Conducting contract negotiations with suppliers that is transparent and documented.
• Demonstrating value for money in procurements
• Reviewing procurement documents for accuracy and completeness before taking payments for approval.
• Routine communication, coordination, and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
• Maintain the IRC Purchase Request Tracking & Metrics system and submit routine reports to the Supply Chain Coordinator.

Contract Management

• Preparing and executing contracts for recommended bidders
• Ensuring contract executions comply with the terms & conditions.
• Engaging in timely renewal and amendment of running contracts
• Tracking and measuring supplier performances against set performance indicators
• Maintain supplier performance score cards.

Supplier Management

• Conducting supplier due diligence including ATC clearance
• Maintaining suppliers file and documentation
• Establishing a working relationship with key suppliers.

Compliance and Ethics

• Mitigate compliance risk in procurement processes through: –
• Identifying and reporting procurement red flags
• Vetting suppliers through strict due diligence processes
• Training and collaborating with teams to ensure compliance with policies and procedures.
• Implementing internal and external audit corrective action plans (CAPs).

Reporting

• The SC Officer procurement is responsible for preparing and submitting accurate:
• Support with developing and updating the procurement activities (assigned) as required.
• Submit monthly list of commitments to Sr Supply chain officer

Fleet Management

• Oversee the management of field office fleet allocation and ensure that all sites/sectors have reasonable vehicle allocation.
• Ensure optimum utilization of scarce vehicles with vehicle utilization weekly plan shared by program heads through exercising prioritization and coordinated vehicles allocation
• Ensure timely vehicle maintenance and service including motor bikes; follow up on fuel utilization in line with the IRC standards and keep appropriate records or documentation.
• Closely supervise the vehicle, service, transport, lease sector activities are run properly in accordance with IRC policy and procedures.
• Ensure that IRC transport or vehicle policies are known and respected by all drivers and users.
• Conduct vehicle operating cost analyses and share them with the Sr Supply Chain officer monthly
• Keeping updated records and paperwork for vehicles and drivers.
• Managing fuel and maintenance service procurements as needed
• Ensuring that preventative vehicle maintenance is carried out to a high standard with minimum disruption to program activities.
• Ensuring that all drivers are briefed on IRC’s vehicle policies and procedures.

Key Working Relationships:

Position directly reports to: Sr Supply Chain officer

Other Internal and/or external contacts:

Internal: Regular relationships with program staff, Operations, and country Supply Chain staff at all levels

External: Vendors and Services providers.

Safeguarding Responsibilities: –

• Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC [team/office]
• Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies

Educational Requirements:

• BA Degree in logistics, Procurement & Supply chain management, Accounting, economics, business management or any other relevant field of study.
• Minimum of 2 years of working experience for BA Degree holder and 1 years working experience for MA holder
• Experience working in NGO and humanitarian setting is advantageous.
• Having good knowledge and experience with the ERP system-Integra brand is a plus

Preferred Experience and Skills:

• Knowledge of generic procurement procedures and practices (IRC or NGO 2 (Two) years’ 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 can 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
• Proven Ability to handle workloads and to work under pressure
• Excellent communication and organizational skills, ability to determine priorities and attention to detail are a must. Ability to deal with professional people from programming, operations and finance backgrounds.
• Ability to deal with multi-disciplinary professional people from programs, operations and finance backgrounds and with diversified suppliers and contactors.
• Ability to plan, organize, and supervise/monitor implementation of emergency response programs.
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time.
• Ability to work both independently and in a dynamic, cross-functional team structure.
• Highly proficient in Microsoft Office suite.
• Ability to manage and work through change in proactive and positive manner.

Language Skills:

• Knowledge on English Language is a must.
• Proficiency in local language (Afan Oromo) is highly advantageous