Emergency Supply chain officer

Job Description

The International Rescue Committee has been in Nigeria since October 2012 and came in response to a widespread flood disaster. IRC’s Emergency Response Team, with local partner, Civil Society Coalition for Poverty Eradication (CISCOPE), implemented projects to support food security, livelihoods, nutrition and WASH in Kogi State. Beginning of January 2014, IRC shifted geographical location to the North East, in Adamawa state to provide humanitarian response to the conflict-affected populations. In the North East, IRC has three operational offices: Yola and Mubi field offices in Adamawa state and Maiduguri field office in Borno state-with the latter office opened in October 2015. In both states, IRC is providing humanitarian support to internally displaced populations hosted in IDP camps, camp like settings, host communities and returnee populations.

The IRC Nigeria country program is implementing multi-sectorial interventions in the sectors of Health and Nutrition, Environmental Health, Child Protection, Education, Women’s Protection and Empowerment, Food Security and Livelihoods and Protection. Most of these programs are driven in partnership with strategic local NGOs. Currently, the IRC is expanding programs in Borno state to address the needs of Internally Displaced Persons (IDPs) and host communities in recently liberated LGAs.

JOB OVERVIEW

The Emergency Supply Chain Officer is responsible for the 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 Officer ensure 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.

KEY RESPONSIBILITIES

1. Procurement Planning

The Emergency Supply Chain Officer is responsible for working closely with Senior Procurement Officer, 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.

2. Procurement

Responsible for 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. - Review procurement documents for accuracy before taking payment for approval.

3. 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

4. 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.

5. 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)

6. Reporting

The Emergency Supply Chain Officer is responsible for preparing and submitting accurate: -

- Weekly PRTS report to the Senior Procurement Officer. - Support with developing and updating the procurement plans (assigned) as required. - Submit weekly list of commitments to Senior Procurement Officer - Submit periodic BVA procurement tracking report for specific Grants you’re assigned to.

Key Working Relationships:

Position directly supervises procurement assistants

Other Internal and/or external contacts:

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

External: Vendors and Service providers.

Qualifications

Education: Degree in Business Administration/Financial Accounting or Logistics related field preferred

Work Experience: 2 years of work experience in supply chain operations (Procurement)

Demonstrated Skills and Competencies:

- 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.

Working Environment:

The position will be based in Maiduguri, Borno Office.

Standards of Professional Conduct: The IRC and IRC workers adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.