Logistics & Procurement

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.

Job Overview/Summary:

Working under the supervision of the Supply Chain Coordinator based in Vinnitsya with travel to IRC Ukraine program field sites as required, the Procurement Manager is a key position within Supply Chain, responsible for the efficient coordination and management of all procurement functions for IRC’s office in Ukraine and carries responsibility for the integrity of the IRC procurement system. The Procurement Manager will also be responsible for the standardization of policies and good Procurement practices across all the field sites and will require regular travel to provide technical support to the field-based procurement staff. Procurement Manager must be able to ensure rapid procurement of all program supplies, services and equipment, whilst ensuring best practices and maintaining audit-compliant records.

· Collaborating with requestors (Programs, Finance and HR) to ensure integrated and harmonized procurement systems.

· Work with Field Offices Supply Chain staff and Field Coordinators to ensure the implementation of the IRC’s procurement standard operating policies and procedures.

· Familiarize with various donor regulations related to Procurement field and ensure that Procurement policies and procedures are in compliance with applicable IRC and donor policies, procedures and requirements.

Major Responsibilities:

Procurement:

· Accountable for implementing and maintaining a local procurement system adapted by the IRC Ukraine Supply Chain Department and based on fundamental procedures from IRC global supply chain policies.

· Establish a reasonable and appropriate lead-time for ordering and delivery of goods, ensuring this lead-time is followed up and achieved.

· Monitor and supervise the local and international procurement (in collaboration with the GPU); ensuring accountable and efficient procurement service provision to program and support departments.

· Ensure that all procurement is conducted in a fair and transparent manner, is fully documented and is in full compliance with IRC policies and any relevant donor policies

· Implement and / or maintain standard IRC Ukraine procurement policies and procedures and ensure that procurement is carried out in accordance to IRC Ukraine and donor-specific polices

· Lead and attend all procurement committee meetings.

· Act upon any delays in procurement or abnormalities observed through Purchase Request Tracking Sheet (PRTS);

· Coordinate with Finance, Admin and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.

· Ensure that a transparent and responsive procurement process is implemented and maintained; generating bids analysis and Purchase Orders and Payment requests.

· Routinely communicate, coordinate and plan with the relevant requesting staff / programs regarding the order and delivery of supplies.

· Ensure that all supplies, services and equipment required are delivered in time.

· Establish and maintain ethical and professional working relationships with suppliers.

· Maintain supplier information for regularly purchased items and be informed of current local market conditions.

· Support and provide appropriate trainings for procurement and program staff as required.

· Manage Procurement cell staff (Officers and Assistants etc.)

· Advise the Supply Chain Coordinator of procurement-specific issues or improvements.

· Any other duties or tasked delegated by Supply Chain Coordinator

Compliance:

· Ensure that compliance with policies is documented through systematic and random verifications of policy implementation and Procurement records, based on a schedule agreed with the Supply Chain Coordinator.

· Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.

· Responsible for identifying and analyzing compliance risk in supply chain process, set up basic procurement controls, identify procurement red flags.

· Promptly inform the Supply Chain Coordinator of any areas of concern of potential or suspected violations of policies and procedures. Ensure there is no negative audit observations/findings related to Procurement. If required corrective actions plans are developed & implemented to address audit findings.

· Ensure that issues of compliance are standardized across all field sites.

Staff Management

· Practice excellent human resource management, supporting the development, promotion and retention of a motivated team of qualified and experienced staff.

· Directly manages Athens based officer and supports them in oversight of junior procurement issues, ensuring planning and delivery of staff capacity building activities, compliance with national staff policy, including performance management programs, and management of vacation planning and absences.

· Identify staffing and/or skill gaps and see that these gaps/needs are filled; support the recruitment of all the procurement staff and provide day to day supervision of the Procurement department.

· Provide feedback through regular performance evaluations.

· Ensure that any staff discipline follows a progressive methodology which provides for clear and structured improvement.

· Supports Field support staff in oversight of procurement functions in field offices and sub-offices in Ukraine through structured and regular visits, inclusion of procurement staff in capacity building activities, review of monthly reports.

· Develop/maintain the orientation material for Procurement department. Provide orientation to all new staff ensuring full understanding of roles, responsibilities and compliance issues.

· Develop long term plan for continued quality leadership by providing staff development and succession plans.

Supply Chain Management & Reporting:

· Provide on-time, standard monthly reports to the Supply Chain Coordinator for example but not limited to PRTS

· Update and / or maintain an IRC Pre-qualified Vendor database

· Generate and / or maintain comprehensive price list for goods, services and equipment purchased by IRC

· Produce routine purchase status reports for Supply Chain Coordinator, Programs and Finance

· Oversee and monitor Procurement activities to ensure they are carried out in full compliance with the IRC and donor policy and procedures. Immediately notify the SC Coordinator of any actual or suspected irregularities or non-compliance.

· Provide recommendations to the Supply Chain Coordinator for procedural or policy changes to enhance procurement effectiveness, internal controls or cost efficiencies.

Training & Outreach:

· Proactively develop the skills of IRC Ukraine staff to understand and utilize procurement tools and services to design and implement quality programming.

· Travel to provide technical support to field offices.

Key Working Relationships:

Position Reports to: Supply Chain Coordinator

Position directly supervises: Procurement Officers; Procurement Assistants

Indirect Reporting:

Other Internal and/or external contacts:

Internal: Procurement team, Finance Team, Programs team

External: Service providers, Suppliers.

Job Requirements:

· Four years’ work experience in procurement, at least one year in a supervisory capacity

· Positive and professional attitude, able to organize, maintain composure and prioritize work under pressure, work overtime when necessary and be able to coordinate multiple tasks and maintain attention to detail.

- Broad knowledge and experience in Supply Chain strategies, market analysis techniques, procurement and contracting, vehicle and fleet management, inventory, property and asset management - Strong collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across countries, cultures, and organizational units

· Demonstrated success as a Supply Chain leader across all disciplines within supply chain including planning, procurement and logistics

· Ability to work as a member of a team essential.

· Must be computer literate, including Microsoft Word and Excel.

· INGO experience preferred

· Ability to communicate in English and write clear and concise reports in English strongly preferred

· Knowledge of generic procurement procedures and practices (IRC or NGO experience advantageous).

· Familiarity with major donor and local regulations / laws advantageous.

· Holder of a valid driving license

· Competent in spoken and written English

· Good mathematical skills.

- Fluency in English and Ukrainian required, spoken proficiency in Russian or Polish is a plus.

The International Rescue Committee is an Equal Opportunity Employer. International Rescue Committee considers all candidates 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.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, 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

LI-GR2

Qualifications

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Added 2 years ago - Updated 1 year ago - Source: rescue.org