Medical Procurement Manager

Job Description

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 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity, and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

Deployment Scope

The medical procurement manager will focus on medical procurement and team capacity building under the direct supervision of the Field coordinator with technical lines to SCC and Deputy director of supply chain. He/she will support emergency response medical procurement activities as needed and be responsible for creating, posting and leading the team through open tender and other complex procurements in the country in strict compliance with the procurement policies and procedures put in place by IRC and its donors.

Responsibilities

· Lead the team ensure that all medical procurement and medical contracted services are done in accordance with IRC Supply Chain procedures

· Support logistics and operational needs of Ukraine Response when needed

The Procurement Department is an asset to the country program supporting projects and enhances IRC procurement and projects through timely deliverable ensuring value for money

· Is responsible for the timely delivery and regular feedback on medical procurement process to requester/customers (including progress of medical procurement planning and progress of individual procurement requisitions) in support to the implementation of IRC projects in Ukraine

· Ensure the maintenance of accurate files for all medical procurement (including Procurement Requests, Purchase Orders, service and good contracts, Delivery Reports, waybills, etc.)

Requests in case a waiver is used. Submit and collect HQ approval when is required

· Responsible for organizing medical tender if necessary working closely with program and supervisors

· Ensure tracking in PTRS and follow up of medical related contracts

· Spot check procurement documentation, and analyze budgets for support program for future medical procurement needs

· Use lists of recommended suppliers provided by UN agencies, other NGOs… develop and maintain list of medical suppliers

· Regularly carry out market analysis, collect from potential suppliers: relevant documentation such as registration, tax certificates, owners’ ID, past contract references, evaluate supplier’s capacity conduct ACT screening.

· Follow up on up to date prequalification of medical suppliers.

· Track and record suppliers’ performance based on in-country agreed indicators (quality, effectiveness, efficiency, payment terms, flexibility…).

· Promote enhanced business and advanced negotiation practices, positive business relations with suppliers, timely delivery of pharmaceutical, equipment’s and medical services to IRC, documented quality /quantity control and swift subsequent payment in line with agreed payment terms.

· Identify priority areas for long term agreement contracting needs, develop contracting strategy , regularly assess market in Ukraine or identify EU suppliers to fulfill Ukraine CO requests.

· Responsible for capturing, analyzing and reporting data, conducting documented periodic controls.

· Remain updated of donor policies and procedures and is responsible for timely dissemination and consistent application across the country program

Operations

Support the supply chain coordinator in facilitating the rapid execution of customs clearance supported by custom clearing agency and Ukraine focal point; understanding of any restrictions on importation regarding pharmaceuticals and medical supplies.

Transport

• Determine transport needs for pharmaceuticals and medical supplies identify means of transport temperature regulated company, regularly assess market regarding fleet contract in liaison with fleet officer.

· Coordinate with the medical Warehouse Department to arrange deliveries. Once delivered in IRC Warehouse (s) makes sure the items are sent in timely manner to the field sites

· Collect all the evidences (GRN-SRN-QC report) and check the final documentation prior submitting the invoice to the Finance Department.

Management

· Provide technical support to the team to comply with our internal procedures

Deliverables (Required):

• Create / revise procurement plans for medical lines ,all grants and ensure all budget holders have been informed of the next steps / urgent actions.

• Monitor performance of medical procurement function .

• develop and maintain market survey for pharmaceuticals and medical supplies and pool of prequalified suppliers

#LI-GR2

Qualifications