Senior Procurement Officer (National Position)

Job Description

Background/IRC Summary:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic well-being, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is at work in over 40 countries and 26 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. The IRC has been operating in Thailand since 1975 and currently provides assistance to displaced persons in Tak, Kanchanaburi, Ratchaburi, and Mae Hong Son provinces.

Job Overview/Summary:

The primary objective of the position is to support the Supply Chain function in developing world-class procurement practices to improve program support. It requires the occupant to have a deep understanding of humanitarian supply chains including but not limited to need assessment, sourcing, buying, and expediting procurements. Success in this role requires close collaboration with field staff, country leadership, program teams, and GSC Quality Assurance.

Major Responsibilities:

A. Procurement Planning • Perform Market Analyses by collecting, organizing, and analyzing market data and financial reports and monitoring Supply Market to ensure price quotations and Supplier offers are authentic and reasonable. • Coordinate with concerned program staff to ensure Procurement Plans are updated and uploaded. • Coordinate with supply chain field staff to prepare for a reception before sending program supplies to the field sites.

B. Procurement • Implement all IRC procurement Standard Operating Procedures to ensure compliance with IRC and donors’ procurement policies. • Work with requesters to develop comprehensive purchase specifications. • Maintain accurate procurement data and records and ensure on-time delivery and procurement reporting. • Review and process Purchase Requests in accordance with the IRC and the donors’ guidelines. • Ensure the completion of delivery and all the required documents for payment including accruals. • Lead the bidding process, including the Request for quotation process, Request for proposal process, Tender evaluation, and facilitating procurement committee functioning. • Conduct tender process in collaboration with the supply chain staff in the field to support strategic procurement. • Conduct negotiations with suppliers that are transparent and documented.

C. Contracting Process • Prepare, review, and utilize Procurement contracts, including Master Agreements (MPA, MSA) to ensure favorable Procurement Terms and Conditions are met. • Monitor contract implementation to ensure supplier’s adherence to contract terms and conditions.

D. Supplier Management • Conduct Supplier performance reviews and feedback processes • Ensure the agreement renewal in time. • Maintain supplier files and documentation.

E. Compliance • Conduct procurement due diligence, including ATC checks, supplier site visits, supplier background checks, and implement any other fraud prevention methods. • Provide complete documents and ensure the QA and Legal Reviewing process is in accordance with the Procurement Threshold. • Provide constructive support to other functions to ensure effective compliance with policies & procedures. • Identifying and reporting procurement red flags • Support the arrangement of Procurement Training, ensure the certified procurement committee, and maintain training records.

F. Support Team and Field Offices: • Provide guidance to procurement staff and support the procurement activities in the fields to ensure effective supply chain support in Thailand. • Facilitate RFP training and maintain training records.

Key Working Relationships:

Position Reports to: Procurement Manager Position directly supervises: N/A Indirect Reporting: Internal: Regular relationships with program staff, Operations, and Supply Chain staff at all levels (country and regional) External: Supplier, vendor, and implementing partners

Qualifications

Job Requirements:

Education: Bachelor’s degree in logistics, business administration, or relevant professional certification in supply chain management and/or humanitarian logistics is strongly preferred.

Work Experience:

• A minimum of three years of progressively responsible experience in procurement, contract management, administration, or related area is required. • A minimum of two years of experience in a humanitarian context is desirable.

Demonstrated Skills and Competencies: • Demonstrated success as a procurement leader within the supply chain including planning and procurement. • Good collaborator with effective interpersonal and analytical skills who is able to work seamlessly across cultures, organizational units, and suppliers. • Knowledge and experience in procurement plans, strategies, market analysis, 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 • Have a high degree of flexibility and ability to deal with constraints • Fast learner with strong organizational skills • Proficient in Microsoft Excel, MS TEAMS, and other online meeting tools

Language Skills: Proficiency in English and Thai

Working Environment:

The position will be based in the IRC office, and occasionally travel to field sites.

Standards of Professional Conduct:

The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Equal Opportunity Employer:

IRC considers all applicants 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.