Procurement Assistant

Job Description

The Procurement Assistant will assist the Supply Chain Officer and the procurement team to coordinate all purchasing activities in the field site. The Procurement Assistant will participate in the execution of transparent and efficient procurement services and processes in the field. This position will help the Supply Chain unit in managing all procurement requests and conducting market assessments for key suppliers and other procurement-related services.

Responsibilities:

- Assist the Supply Chain team in carrying out procurement in accordance with the IRC and donor-specific policies. - Support in coordination with finance and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation. - Collect quotations from suppliers and submit them to the Supply Chain /Procurement Officer for Evaluation. - Receive invoices from suppliers to proceed with payments. - Provide procurement support to Supply chain/Procurement team in the acquisition of a wide variety of goods and services. - Review, record and prioritize purchasing requests, obtain additional information/documentation as required, and determine the availability of suppliers. - Monitor the status of existing requisitions and maintain contact with suppliers to ensure timely delivery of items, goods, and services. - Support in shipment of goods, commodities, and equipment inside/to Syria, verify receipt and inspection of deliverables, and accurately do the delivery reports as and if required. - Follow up on tender documentation (e.g., invitations to Bids, requests for proposals/quotations) based on the nature of requirements and costs of procurement involved. - Prepare abstracts of offers and compile data contained in quotations, proposals, and bids to determine which supplier can deliver the required goods/services at the best terms and lowest costs possible under the guidance of the Supply Chain/Procurement officer. - Support in obtaining the suppliers’ signatures on purchase orders and contracts and ensure document transfer to the Supply Chain/Procurement Officer. - Maintain relevant internal databases and files, keep tracking any contractual agreements and contracts, and inform affected users of related rights and obligations. - Research, retrieve and present information from a variety of internal and external sources on sources of supply, vendors by commodity, etc., as well as obtain specifications for new products and equipment on the market.

Qualifications

- At least 1-3 years of progressively responsible professional experience with INGOS or private sector - Hold a degree or diploma in Supply Chain, Engineering, BA, or equivalent. - Good analytical skills. - Competent use of Microsoft Office applications - Able to work under pressure, able to multitask and able to work in a multinational environment. - Team spirit and problem-solving abilities.

Demonstrated Skills and Competencies:

- A commitment to IRC’s mission, vision, values and IRC Way – Professional Code of Conduct. - Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development - Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution. - Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context. - Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience. - Highly collaborative and resourceful; ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity. - Curiosity, a desire to continually learn and develop and a sense of humor is a must. - Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies.

Language/Travel:

- English is required, while knowledge of Turkish, Arabic will be an advantage. - Travel: 15% to field sites in Türkiye as well as attending regional and global workshops and meetings.

Deadline to apply is 30 July 2023

Key Working Relationships:

Position Reports to: Procurement Manager Position directly supervises: N/A

Indirect Reporting (If applicable): N/A Key Internal Contacts: All departments

Key External Contacts: Vendors

Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.

Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.

Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.

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.

Diversity and Inclusion: at IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.

IRC is committed to creating a diverse, inclusive, respectful and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.