Procurement Manager

Work Arrangement:

Job Description

Background

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crisis and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers life-saving 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.

Since 2007, IRC has worked with refugees and other vulnerable populations in Jordan. Working in coordination with the humanitarian community and the Government of Jordan, the IRC's assistance programs for children in Jordan include both camp-based (Zaatari, and Azraq camps) and urban-based refugee assistance (Mafraq, Ramtha, Irbid). -----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Job overview ------------

Procurement Manager is a key position to the success and delivery of quality programs. IRC defines Supply Chain as those systems and functions vital to implement programs efficiently, inclusive of planning, procurement, logistics, inventory management, property and asset management as well as vehicle and fleet management.

The Procurement Manager is responsible for supporting the Supply Chain function to ensure efficient procurement planning, processing, and delivery in the country office and to provide technical support to the field offices procurement staff when requested. The procurement Manager can deputize the Supply Chain Coordinator in specific duties pre-agreed with SCC and DDO.

Key responsibilities --------------------

1. Supply Chain Planning

The Procurement Manager is responsible for working closely with internal and external partners to ensure effective supply chain planning and preparation to support program implementation. Supply chain planning includes:-

- Preparing procurement plans and actively follow up with programs to keep them useful and updated. - Preparing plans for launching MPAs/MSAs including renewal of active contracts and suppliers performance management. - Providing information to support the Supply Chain team in the preparation of warehousing plans, transport plans and distribution plans. - Develop sourcing strategies and relationships with suppliers. - Supervise supply market and conduct market surveys & analysis.

2. Procurement ---------------

The Procurement Manager is responsible for implementing procurement plan & strategies and ensures all program procurement needs are met on time in accordance with GSC and donors’ standards. This includes:

- Distribute and assign procurements at RFP/MPA/MSA levels among his/herself and the Senior Procurement Officers according to their title, responsibilities and current workload. - Support in development of specifications and scope of work. - Processing approved Purchase requests through the procurement software (online BVA or Integra) and ensuring data accuracy. - Processing request for quotations / proposals. - Organize and participate in tender meetings & evaluations. - Prepare bids analysis and other bidding documents for approval. - Conduct negotiations with suppliers that is clear and documented. - Demonstrate value for money in procurement. - Implement IRC procurement SOP’s in all procurements. - Review procurement documents for accuracy before payment, when needed. - Ensure timely and efficient procurement execution through PRTS monitoring and analysis. - Ensure accurate tracking and filing of procurement data, documents and suppliers’ files. - Provide technical support to field office procurement staff through monthly field visits in coordination with field managers. - Ensure effective communication between procurement team and all the partners. - Keep the local guidance document on the procurement process updated and shared with the procurement staff.

3. Contract Management ----------------------

The Procurement Manager is responsible for handling contracts and supplier performance to ensure that terms & conditions, standard operating procedures are adhered to as provided by GSC. This includes:

- Preparing or review of contracts for recommended bidders. - Timely renewal of running contracts. - Supervising contracts implementation against set performance indicators. - Monitor contracts utilization and provide recommendation on contracts renewals.

4. Supplier Management ----------------------

The Procurement Manager is responsible for handling supplier relationships and performance to ensure that there is precise record keeping and implementing procurement standard operating procedures and control as provided by GSC. This includes:

- Maintain suppliers file and documentation. - Documents supplier performance. - Maintain supplier performance score cards.

5. 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:

- Implementing 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. - Identifying and reporting procurement red flags. - Implementing internal and external audit corrective action plans (CAPs) - Procurements are conducted in compliance with donor regulations.

6. Staff Supervision and Capacity Building ------------------------------------------

The Procurement Manager is responsible for the management, supervision, and capacity building of the procurement staff, according to hierarchy and the capacity building for non-supply chain staff members on procurement processes, policies, and procedures through:

- Supervise the timely deliverables of subordinates. - Set together with subordinate’s hard-working performance objectives and support them to meet their objectives. - Conduct one-to-one performance review meetings (minimum twice: mid and end of the fiscal year) with subordinates, provide them with positive and constructive feedback. - Coach, train, and mentor procurement staff with the aim of strengthening their technical capacity, exchanging knowledge within the team, and providing professional development guidance. - Handle poor performance and disciplinary matters according to IRC HR policies and procedures. - Ensure that procurement staff annual leave plan is updated and leave days approved and supervised. - Organize, develop, and deliver procurement trainings for both procurement and non-supply chain staff. - Develop and maintain updated orientation package for newly joining procurement and non-supply chain staff. - Deliver trainings for the procurement committee members on procurement red flags, evaluation and scoring of the offers and their role within the tender process. - Identify training needs for procurement staff and provide recommendations to the Supply Chain Coordinator.

7. Reporting -------------

The Procurement Manager is responsible for preparing and submitting:

- Procurement tracking sheet analysis and workload monitoring as the need arises by SCC and DDO. - Monthly reporting on meaningful metrics through IRC Supply Chain reporting system. - Any other reports as agreed with the Supply Chain Coordinator, DDO and RSCD.

Procurement Manager Competency’s matrix: ----------------------------------------

The Procurement Manager Competency matrix is the primary supporting document to this job description and the Procurement Manager must ensure that all tasks are preformed to standard.

Key Working Relationships: ---------------------------

Position directly supervises: Country Office Senior Procurement Officers.

Position Reports to: Supply Chain Coordinator.

Other Internal and/or external contacts: -----------------------------------------

Internal: Regular relationships with program staff, Operations, and country Supply Chain staff at all levels.

External: Vendors and Services providers.

Qualifications

Requirements: -------------

Education: University Degree or equivalent in Supply Chain Management, Logistics, Business Administration, or related field.

Work Experience: Experience in administration and management specifically in the field of supply chain, with not less than six years as a Procurement specialist or in supply chain operations, two years of which must have been spent working with an international NGO.

Demonstrated Skills and Competencies: -------------------------------------

· Known to work as a procurement leader within the supply chain including planning, procurement, and logistics.

· Extensive working experience with procurements related to USAID, PRM, SIDA, DFID, ECHO and other donor-funded projects will be an added advantage.

· Good collaborator and doer with effective interpersonal and analytical skills who can work seamlessly across cultures, interpersonal units and suppliers.

· Broad knowledge and experience in procurement plans, strategies, market analysis techniques, procurement and contracting.

· Good analytical and negotiation skills.

· Excellent skills in conducting market analysis and sourcing strategies.

· Able to work effectively in a highly matrixed structure.

The IRC and IRC workers must implement 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 implements policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.