Procurement Manager- Afghan Nationals Only

Job Description

Compliance:

- Assist in the development of in-country Procurement policies and procedures in compliance with the IRC standards & reviewed/approved by the Senior Supply Chain Coordinator /CD/DDO. - Monitor the policies and procedures to ensure that they are kept updated and relevant to the in-country situation and IRC programming requirements. - 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 Senior Supply Chain Coordinator. - Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.

Promptly inform the Senior Supply Chain Coordinator/Deputy Senior Supply Chain Coordinator of any areas of concern of potential or suspected violations of policies and procedures for immediate correction and control

- Ensure there is no negative audit observations/findings related to Procurement. If required corrective actions plans are developed & implemented to address audit findings in timely manner with proper documentation - Ensure that issues of compliance are standardized across all field sites. - To closely work with the SC Coordinator in establishing as many as possible MPAs (Master Purchase Agreements and (MSAs) Master Service Agreements for goods and services and work repeatedly required to achieve different project implementation needs - Regular review of SC SOPs and ensure all the new changes are communicated and interpreted well to the other SC and program team in Kabul as well in the field sites.

Responsibilities and Emergency Procurement Knowledge:

- Prioritize all emergency procurements and ensure they are carried out in according to IRC global Standard Operating Procedures and donor rules. - Maintain an effective procurement action plans where all existing and future procurement needs are categorized, sourced, and procured in timely manner. - Maintain effective control on managing the Budget verses Actuals (BvA) Supply Chain Dashboard ensuring submitted Purchase Requests (PRs) are accepted and tracked on time. - Meet with different budget holders on their current and future planned project procurement needs identification and ensure MPA/MSA are in place for goods or services required repeatedly. - Provide on the job capacity building and procurement refresher trainings to the Kabul and filed staff ensuring SC staff perform their duties in compliance with IRC and donor’s rules and regulations. - Provide weekly update on all emergency procurements to the budget holders and Senior Management Team and raise concerns where supports are needed. - Maintain strong internal control to ensure fraudulence actions are detected and risks are mitigated - Interface with the SC Coordinator and Quality Assurance QA department in reginal office to ensure that the legal aspects of procurement are followed. - Review and conduct emergency procurement activities in close coordination with the Emergency Response Department as well as with the SC CO. - To follow IRC emergency Procurement SOPs and follow the rules and provide Emergency Support as much as possible.

Policy Compliance.

Ensure all procurements are carried out in compliance with IRC Global SOPs and set forth policies and are well respected by all staff carrying out procurement across the mission.

- Ensures IRC and donors guidelines, SOPs and policies are always followed (Procurement, asset, fleet, etc) - Maintain regular meeting and discussion with Compliance Department ensuring all procurement carried out do not have missing/gaps or compliance issues and take an immediate corrective action where needed.

Procurement Management:

- Responsible for creation and management of list of Authorized Suppliers, using IRC’s selection and pre-qualification processes. Update list on a regular basis and circulate to relevant staff. - Responsible for Due Diligence checks (supplier references, site visits, historical data, and anti-terrorism compliance) for Authorized Suppliers and Contracted Suppliers. - Manage Contracted and Authorized Suppliers in terms of quality, delivery time, and value for money, etc. - Conduct regular market surveys in key procurement categories to ensure that IRC is receiving best value for money. - Focal point for all international procurement conducted through the New York. - Prepare Requests for Proposal and manage contract/tender processes. - Counter check all PPs and PRs submitted by different programs to ensure all procurement requests are followed through already set forth project plans and provide necessary feedback to the program team - Ensure all SC and Procurement staff fully understand the use of Budget Versus Actual (BvA) in Kabul as well field sites that all procurements documentations are followed accordingly - To ensure in checking the SC Scorecard track metrics on a regular basis and strengthen the procurement and other SC functions in timely manner

Documentation and Reporting

- Follow up with relevant units, internal or external on documents and ensuring all procurement records are complete and accessible. - Monitor procurement records to ensure that each procurement request is fully and clearly documented according to IRC policy. - Prepare monthly Purchase Request Tracking report and consolidate all Purchase Request Tracking from Country field office reports. Share report with Senior Supply Chain coordinator, Supply Chain Department in Reginal, and other internal departments as required. - Analyse Purchase Request Tracking to ensure that all procurement is carried out efficiently and in a timely manner. - Regular update of Procurement Follow up and Contracts Follow up Trackers and share with relevant departments - Prepare Finance-related reports such as Cash Projections and BvAs.

Planning:

- Emergency Procurement Plans (EPP) are developed and approved in compliance with IRC Global EPP SOP and communicated to different stakeholders. - Keep all existing and new projects Procurement Plans up to date and share with stakeholders on weekly basis and see their input for PRs to be submitted as committed. - Closely work with Sr. SC Co, Deputy SC Co and Program team on emergency procurements and needs assessment in the areas of intervention and prioritize those needs - Participate in Program weekly spending progress meetings and provide update on the status of their requested procurements. - Closely work with RSCD, DDO, Technical Coordinators and Sr. SC Co for sourcing local and Intl suppliers for potential emergency health or other program supplies. Working with IRC Pakistan for purchase of medicine, medical supplies/equipment, and other project goods such as NFI to be sourced and organized delivery to Afghanistan - Ensure vendors, providers and Hawala dealers’ payments are categorized and submitted on time to finance for reimbursement. - The end-to-end procurement processes are conducted through the BvA tool. - To ensure no procurements deviation are in practice across the mission and any such case identified to be documented, and timely reported for approval/guidance from SMT. - The implementation of the IRC inventory management policies during the emergency support for all Project Items (cycle count, reporting discrepancies, pharmaceutical quality assurance where applicable). - The grant inventory report is accurate, shared on time, reviewed, and approved before the Grant closing date. - All closed grants inventories are approved by donor for transfer or distribution/disposal plan are in place with relevant project team - Identifies and sets mitigation action plan to handle Supply Chain risks, including identification of red flags, and implementing internal and external audit corrective action plans to ensure all supply chain activities are conducted in an ethical manner. - Bring into SMT attention any delays, risks or challenges on timely manner for an immediate corrective measure. - Visit projects filed site with program on need assessment and other SC related activities and make an action for the execution - Maintain quarterly and weekly updated Emergency Procurement Action Plans and share with relevant team and SMT. - Ensure OFAC regulations are complied - Ability to commit for an immediate travel to field sites, plan emergency procurements and deliver to the field sites in close coordination with logistics unit. - Perform any other relevant duties and responsibilities assigned by the supervisor or SMT.

Staff Management:

- Identify staffing and or skill gaps and see that these gaps/needs are filled and support the procurement recruitment in Kabul as well as in the field sites once approved by SMT. - Provide feedback through regular performance evaluations. - Ensure that any staff discipline follows a progressive methodology that provides for clear and structured improvement. - Develop long term plan for continued quality leadership by providing staff development and succession plans. - Ensure all SC and None-SC staff involved in Procurements receive Procurement Certification Training before they are engaged either indirect procurement or be part of procurement committees

Qualifications

- Bachelor’s Degree in business administration, Operations Management or similar field and A Master’s Degree with demonstrable experience in Supply Chain Management, Supply Chain, Business Management or related fields is preferable - At least 5-8 years progressive Procurement/Supply Chain Management with UN-INGOs and any other Intl humanitarian organizations. - Experience working with donors including USAID, OFDA, BPRM, UNHCR, DFID, ECHO, SIDA, SV, EU/EC and Knowledge of specific donor guidelines. - Field experience of managing a large multi-site Supply Chain Operation and an international work experience in multiple countries preferable - Solid knowledge and understanding of practical Supply Chain procedures and maintaining supply pipelines in areas with weak infrastructure. - Experience in mitigating risk of fraud - Strong organizational, interpersonal and communication skills. - Strong analytical skills and computer competency with word processing, spreadsheets, databases and other IT skills. - Possess leadership qualities and willing to exercise initiative. - Strong work ethic and pro-active problem solver. - Willingness to participate, contribute and lead the team under challenging working and living conditions. - Spoken and written English fluency preferably with command of Pashto and Dari.