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.

Responsibilities

Procurement Manager is a key position to the success and delivery of quality programs by leading the procurement team to deliver required supplies and services effectively and in timely manner.

Main responsibilities

Under the direct supervision of the Senior Supply chain Coordinator, the Procurement Manager is responsible for supporting the procurement department to ensure efficient procurement and delivery of supplies and procurement planning and analytics.

Compliance - Assist in the Implementation of Standard Operating Procedure of Global Supply Chain (GSC) of Procurement. - Ensure that compliance with policies is documented through systematic and random verifications of policy implementation and Procurement. - Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.

Procurement Management

- Perform Market Analyses by collecting, organizing, and analyzing market data and financial reports and monitoring Supply Market to ensuring price quotations. - Develop procurement plans for active grants for field office, in collaboration with program Coordinators/Managers and internal and external partners to support program implementation, review and update regularly, share any delays/risks with senior management. - Work with requesters to develop comprehensive purchase specification and Identify sources. - Lead the bidding process, including Request for quotation process, Request for proposal process, Tender evaluation and facilitating procurement committee functioning. - Identify, document and timely report any IRC procurement process deviations and track expenditures following the mechanism in place for appropriate follow up. - Support to review the bids analysis and other bidding documents for Quality Assurance review for high value and long term agreements. - Act as focal point with QA and Master data teams at HQ for vendor code creation - Maintain accurate procurement data and records and ensuring on time procurement reporting. - Support update of procurement Tracker with procurement manager and share it as part of weekly report for field offices. - Leads on establishing Master Purchase and Service Agreement for the field office. - Set negotiation objectives conduct negotiations with potential suppliers to ensure value for money, transparent and documented.

- Using IRC EPR system (Integra) on a daily basis and collaborate with Integra support team

Contract Management

- The Procurement Manager is responsible for managing contracts to ensure that terms & conditions, standard operating procedures are adhered to as provided by Global Supply Chain. This includes: - Prepare contracts for recommended bidders. - Timely renew running contracts. - Monitor contract implementation to ensure suppliers adherence to contract terms and conditions. - Prepare and submit timely and accurate procurement report(s) to inform decision-making process. - Support development and implement category sourcing strategy and supplier relation

Supplier Management

The Procurement Manager is responsible for managing supplier relationships and performance to ensure that there is precise record keeping, and implementing procurement standard operating procedures and control This includes: - Maintain suppliers file and documentation. - Documents supplier performance. - Maintain supplier performance score cards.

Compliance and Ethics The Procurement Manager is responsible for implementing donor rules & regulations for all procurements, Identifying, and analyzing compliance risk in procurement processes through: - Implement due diligence for suppliers, this includes conducting ATC, reference checks, supplier visits etc. - Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.

Reporting

- Inputs in monthly Procurement Tracker report to senior Supply Chain Coordinator, - Support with developing and updating procurement plans as required. - Update the tracking of IRC contracts, procurement values under procurement procedures waiver. Staff support

- Train and give technical support to field procurement and program staff. - Ensure appropriate support to field-based staff via regular site visits, producing reports with action points to monitor. - Give technical support procurement field staff to ensure that all procedures are followed and compliant with IRC policies.

Job Requirements:

Demonstrated Skills and Competencies:

- Strong planning, management, and decision-making experience, with the ability to organize a substantial workload comprised of complex, diverse tasks, and responsibilities. - Flexible work attitude be flexible and yet focused & reliable in an environment of changing demands. - Effective people and program management skills in acute emergency contexts: the ability to train, mentor staff productively under stressful circumstances.

Education:

Professional certification in supply chain management required and a bachelor’s degree as a strong preference.

Work Experience:

- At least 5 years of experience in working in procurement management in multiple settings. - At least 2 years of experience in working in procurement management in international organizations, institutions, or corporations. demonstrated ability in sophisticated procurement and contract management. strong financial management and budgeting skills. - Working experience in ERP management procurement systems - Knowledge of tender process and experience in conducting tender processes - Training ability. - Demonstrated Skills and Competencies: High degree of flexibility, multi-tasking skills and ability to work under sometimes acute hardship conditions against tight deadlines. - Strong computer and communication equipment skills, including Microsoft Office applications.

Language Skills: Excellent fluency in English & Ukrainian required

Professional Standards The International Rescue Committee is determined to protect the people it serves and staff from all kinds of harm, including sexual exploitation, abuse, and harassment. It is committed to take all necessary preventive measures and create an environment where people feel safe. IRC builds diverse and inclusive teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

IRC workers must adhere to the core 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 its safeguarding policies to protect adult and child clients from any form of exploitation and abuse, including sexual exploitation and abuse, and its staff from sexual harassment and violence.

Where misconduct is alleged, IRC follows a Zero tolerance approach and takes all necessary actions and corrective measures. IRC investigation unit comprises of experts and trained investigators that ensures professional survivor-centered investigations are conducted if allegations of safeguarding violations are reported through the safe and accessible reporting channels that IRC makes available to its staff, partners, and clients.

These commitments are set out in IRC’s Safeguarding Policies, accessible in English and in Ukrainian language via this link: https://rescue.box.com/v/irc-safeguarding-policies.

IRC is an active member of the Inter-Agency Task Force on Protection from Sexual Exploitation and Abuse (PSEA) set-up in Ukraine.

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Qualifications