Procurement/Contracts Assistant ( Afghan Nationals Only )

Job Description

- Ensure that a transparent and responsive procurement process is implemented/carried out and maintained in compliance with the IRC procurement policies and procedure as well donor specific rules considering the ToR. - Conduct market assessment/survey on scheduled/planned basis for all the categories of spend as directed by line management. - In coordination with the concerned colleagues, update/maintain vendor information for regularly purchased items and be informed of current local market conditions. - Provide procurement and contracts management support to procurement and program staff as required. - File all the procurement and contracts related documentation in a professional/organized manner. - Support the line management in establishment and maintenance of ethical, and professional working relationships with suppliers/vendors, and other concerned stakeholders. - Attend all the procurement and contracts management related meetings as directed by the supervisor. - Maintain good coordination with finance, admin, and program departments to ensure integrated internal control, timely payment of vendors and availability of all auditable support documentation. - Implement the clean desk policy all the time, ensure full confidentiality of the procurement documents. - Keep very close and professional working relationship with the IRC-A SC staff. - Assist the line manager to ensure the application of IRC procurement and contract management SOPs/procedures and IRC way in all aspects of procurement. - Advise the line manager regarding the procurement and contracts specific issues for improvements. - Provide support to line manager during all phases of contracts start-up/inception to help a smooth transition from pre-award to implementation and ensure that popper contracts management processes are developed. - Assist the line manager in developing the sound contracts and risk management practices, taking a proactive approach to mitigate future risks. - Make sure that assigned work is completed to a high standard and check on progress daily and work closely with field staff, quality controllers, logistics, and contractors to coordinate tasks effectively. - As required/directed by line manager, participate in contracts management meetings alongside the project team. - Assist in managing invoices and follow up with the finance department to ensure timely payments to the vendors. - Provide timely updates regarding the contracts to the concerned colleagues with all the applicable details and arrangements. - As directed by line manager, closely coordinate with vendor, field colleagues, finance, and supply chain team about the project progress. - Support the line management for on timely providing the responses to queries on donor and/or client compliance issues, referring non-routine and high-level compliance matters to the line manager and Compliance through the established mechanism. - Consolidating and updating all MPAs and MSAs in the contract tracker (MPA/MSA Price List Tracker) on timely manner as per the guidance of line manager. - Regularly sharing the contracts tracker with all the relevant program sectors and operations units considering the updates. - Any other tasks assigned by supervisor. - Provide weekly/monthly required reports (contracts progress reports, amendment reports, expiry reports, procurement) on timely basis to the line manager and other colleagues as applicable. - Update/maintain the prequalified vendors database. - Share draft copy of all the contracts with supporting documentation to the line manager for review. - In close coordination with line manager, ensure that the required documentation is regularly sent to the related colleagues/departments for the speed up of supplier/s payments. - Share routine contracts status reports to line manager for further sharing with program (BHs) and Finance. - Share the possible challenges available in contracts management and administration for resolution with line management on regularly basis. - Timely sharing the documented performance evaluation of suppliers with the line management.

Qualifications

- Bachelor’s degree in business management or related field. - one-two years of experience in contracts management/procurement/similar field. - Strong sense of personal integrity. - Attention to details. - Strong interpersonal skills. - Having ability of multitasking. - Team spirit and problem-solving abilities. - Knowledge of generic procurement/contracts management procedures and practices. - Familiarity with major donor and local regulations / laws. - Having good mathematical skills. - Competent skills of office automation especially word processing and spreadsheet. - Demonstrated ability to interpret regulations and implement actions accordingly. - Good command of English and Dari and / or Pashtu - Strong organizational and management skills. - Having desired Computer skills. - Having flexibility, and ability to work under pressure. - Having adaptability of working in a multi-cultural environment. - Ability of traveling to the field sites for providing support to supply chain staff as needed/requested.