Supply Chain Officer - Procurement

Benefits

Additional Information

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future. Job Overview: Under the direct supervision of the Senior Supply Chain Officer : The Supply Chain Officer - Procurement is responsible for the efficient coordination and management of supply chain functions for IRC offices. She/he will be responsible for undertaking the entire supply chain activities: procurement management, procure to pay (P2P) and fleet management, running efficient and effective fleets. S/he must be able to discharge her/his responsibilities in strict compliance with IRC policies, procedures, and donor requirements, whilst ensuring best practices and maintaining audit-compliant records. Major Responsibilities: Procurement Ensuring that all purchases of goods, services, and construction works are done transparently, at the best available price, and in compliance with policies and procedures. Working closely with internal and external stakeholders to ensure effective procurement preparation to support program implementation. Carrying out all procurements in line with IRC procurement SOPs as per assigned by Supply Chian Manager. Developing and maintaining price rosters for all commonly used program supplies. Ensuring that approved suppliers and framework agreements are always used for procurement of goods, services, and works. Processing approved purchase requests through the procurement software (online BVA) Preparing request for quotations, request for proposals, and other tender solicitation documents Participating in tender meetings, evaluations, and vendor due diligences Preparing bid opening records, bid analysis, and award recommendations. Conducting contract negotiations with suppliers that is transparent and documented. Demonstrating value for money in procurements Reviewing procurement documents for accuracy and completeness before taking payments for approval. Routine communication, coordination, and planning with the relevant requesting staff / programs regarding the order and delivery of supplies. Maintain the IRC Purchase Request Tracking & Metrics system and submit routine reports to the Supply Chain Coordinator. 1. Contract Management Preparing and executing contracts for recommended bidders Ensuring contract executions comply with the terms & conditions. Engaging in timely renewal and amendment of running contracts Tracking and measuring supplier performances against set performance indicators Maintain supplier performance score cards. 2. Supplier Management Conducting supplier due diligence including ATC clearance Maintaining suppliers file and documentation Establishing a working relationship with key suppliers. 3. Compliance and Ethics Mitigate compliance risk in procurement processes through: - Identifying and reporting procurement red flags Vetting suppliers through strict due diligence processes Training and collaborating with teams to ensure compliance with policies and procedures. Implementing internal and external audit corrective action plans (CAPs). 4. Reporting The SC Officer procurement is responsible for preparing and submitting accurate: - Support with developing and updating the procurement activities (assigned) as required. Submit monthly list of commitments to Sr Supply chain officer 6. Fleet Management - Oversee the management of field office fleet allocation and ensure that all sites/sectors have reasonable vehicle allocation. Ensure optimum utilization of scarce vehicles with vehicle utilization weekly plan shared by program heads through exercising prioritization and coordinated vehicles allocation - Ensure timely vehicle maintenance and service including motor bikes; follow up on fuel utilization in line with the IRC standards and keep appropriate records or documentation. - Closely supervise the vehicle, service, transport, lease sector activities are run properly in accordance with IRC policy and procedures. - Ensure that IRC transport or vehicle policies are known and respected by all drivers and users. Conduct vehicle operating cost analyses and share them with the Sr Supply Chain officer monthly Keeping updated records and paperwork for vehicles and drivers. Managing fuel and maintenance service procurements as needed Ensuring that preventative vehicle maintenance is carried out to

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