Procurement Manager

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.

Position Overview:

Under the direct supervision of the Supply Chain Manager, the Procurement  Manager will be responsible for the efficient coordination and management of procurement functions for IRC’s office in Libyai. Supply Chain must be able to rapidly procure Program supplies, services and equipment, whilst ensuring best practices and maintaining audit-compliant records.

Responsibilities

Specific responsibilities include

1.Supply Chain Planning

• The Procurement Manager is responsible for working closely with internal and external stakeholders to ensure effective supply chain planning and preparation to support program implementation. Supply chain planning includes;
• Prepare, review and update procurement plans, warehousing plans, transport plans and distribution plans.
• Implement all IRC procurement SOPs.
• Develop sourcing strategies and relationships with suppliers.
• Monitor 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:
• Implement IRC procurement SOPs in all procurements.
• Plan and lead on conducting market surveys.
• Support in development of specifications.
• Analyze procurements and produce updated price lists for frequently procured supplies and services on quarterly basis
• .  Receive approved Purchase Requests through the procurement software (Integra), ensure data accuracy and assign PRs to procurement staff.
• Review Bids Analysis for below tender procurements ensuring compliance.
• Organize and participate in tender meetings & evaluations.
• prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that is transparent and documented.
• Demonstrate value for money in procurement.

• Review procurement documents for accuracy before payments are submitted to finance.
• Analyze procurements and advise on types of procurement that can benefit from master purchase agreements.
• Lead on tenders for establishing Master Purchase and Service Agreements.
• Lead on international procurements, including supplier relations, order tracking, regional reporting and payments.
• Support with customs clearance procedures for internationally ordered supplies.

3.Contract Management

• The Procurement Manager is responsible for managing contracts to ensure that terms & conditions, standard operating procedures are adhered to as provided by GSC. This includes:
• Prepare contracts for recommended bidders.
• Timely renew running contracts.
• Contracts implementation against set performance indicators.

4.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 as provided by GSC. This includes:
• Maintain suppliers file and documentation

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:-
• 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.
• Identify and report procurement red flags.
• Implement internal and external audit corrective action plans (CAPs)
• Procurement is conducted in compliance with donor regulations

6.Reporting

• The Procurement Manager is responsible for preparing and submitting:
• Accurate monthly IF/IR report to supply chain coordinator by 2nd of every month,
• Support with developing and updating procurement plans as required.

7.Coordination:

• Work closely with Logistics Cluster and transportation service provider(s) to ensure cargo is received and dispatched to respective field sites in a timely manner.
• 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 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.
• Requirements:
• Education: College degree or equivalent in Supply Chain Management, Logistics, Business Administration or related field
• Work Experience: 5-7 years of work experience in supply chain operations (Procurement), humanitarian experience preferred.
• Demonstrated Skills and Competencies:
• Demonstrated success as a procurement leader within supply chain including planning, procurement and logistics.
• Good collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across cultures, organizational 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
• Familiarity with medical procurements and medical supply chain principles.
• Strong time management, organizational, interpersonal and communication skills.
• Possess leadership qualities and willingness to exercise initiative.
• Willingness to participate and contribute as a team member, under challenging working conditions.
• Language Skills: Fluency in English to communicate clearly and effectively. Arabic is mandatory and highly desirable. by Supply Chain Manager/Supply Chain Coordinator.

Expected Deliverables:

• Provide on-time, standard monthly reports to the Supply Chain Manager and Supply Chain Coordinator.
• Generate and / or maintain an IRC Pre-qualified Vendor database.
• Generate and / or maintain comprehensive price list for goods, services and equipments purchased by IRC
• Produce routine cash / payment projections for Supply Chain Coordinator and Finance.
• Submit monthly list of commitments to Supply Chain Coordinator and Finance
• Produce routine purchase status reports for Supply Chain Coordinator, Programs and Finance.
• Ensure the online Purchase Request Tracking System is kept up to date.

Qualifications:

Personal Characteristics:

• Strong sense of personal integrity.
• Attention to detail.
• Strong supervisory skills.
• Ability to multi-task.
• Team spirit and problem-solving abilities.

Job Requirements:

• Knowledge of generic procurement procedures and practices (IRC or NGO experience advantageous).
• Familiarity with major donor and local regulations / laws are advantageous.
• Three years’ work experience in procurement, at least one year in a supervisory capacity.
• Holder of a valid driving license
• Competent in spoken and written English
• Good mathematical skills.
• Competent use of PC especially spreadsheets.

__________________________________________________________________________________

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

PROFESSIONAL STANDARDS

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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