Procurement Officer

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.

Main Purpose of the Job:

Reporting to the Procurement manager, for the efficient coordination and management of procurement functions for IRC’s office. The position holder will procure program supplies, services, and equipment, whilst ensuring good practices and maintaining audit-compliant records. You will ensure that all purchases of goods, works, and related services are done transparently, at the best available price, and in compliance with the IRC and donor procurement policy and procedures.

Moreover, the procurement officer will be responsible for coordinating and assisting with sustainable, consistent, and transparent procurement initiatives, coordinating procurement throughout IRC Kabul, and providing support across all the mission supply chains. The procurement officer is also in charge of monitoring internal procurement systems, providing procurement advice to program and field SC, and complying with all procedures set forth.

Duties and Responsibilities:

Specific responsibilities include:

1. Procurement Planning:

• Collecting, organizing, and analyzing data market information and data to enable effective procurement planning.
• Preparing and implementing procurement plans following related IRC procurement Standard Operating Procedures (SOPs).
• Monitor supply market and conduct market surveys & analysis to ensure value for money in procurement.

2. Procurement:

Responsible for implementing procurement plan and strategy and ensuring all procurement needs are met on time in line with GSC and donors’ standards, the role holder will.

• Receiving and recording all PRs from the requestors and field sites, preparing, and distributing quotation requests to vendors. Where applicable, visit vendors to ensure their credibility and capacity.
• Procurement of goods and services in country.
• Maintain Procurement Department files. Ensure all documentation is available and is properly filed.
• To follow the IRC Afghanistan Procurement threshold and create a PO, payment based on the Budget Versus Actual (Integra) system.
• To provide a reliable price list and organize the procurement catalogue.
• To organize all payments by ensuring that all authorized relevant documents are attached.
• Assist the Procurement Manager in tracking and monitoring purchase requests and orders.
• Prepare a monthly procurement report.
• Ensures that all goods received have been properly documented and sent to the fields and or handed over to the Warehouse in charge for recording and further release to the relevant requestors.
• To advise the Storekeeper on the delivery and documentation of goods in Kabul.
• On delivery of assets, ensure that the assets are registered and tagged as per the IRC policy and procedures.
• Coordinate ahead of time with the warehouse and Asset unit for expecting deliveries of goods to the warehouse and submit necessary support documents for on-time receipt and space availability.
• To ensure taking part in the tender criteria setting goals and understanding IRC procurement policies and procedures, including standard operating procedures (SOP).
• To train the bid evaluation committee while sitting scoring criteria for each tender document to ensure bids are scored transparently.
• Maintain up-to-date vendor lists.
• Coordinate with the Procurement Manager on all day-to-day procurement planning and execution.
• Prepare payment requests as per policy and submit to the Procurement Manager for review.
• Support the development of procurement specifications.
• Process approved Purchase requisitions through the procurement software, ensuring data accuracy.
• Initiate and process Request for Quotations (RFQ) and Request for Proposals (RFP).
• Train and certify procurement committee members and participate in tender meetings and evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with Suppliers that is transparent and documented.
• Review procurement documents for accuracy before taking payment for approval.
• Collaborating with all departments by coordinating with finance, grants, and programs to ensure smooth and timely procurement.
• Other assignments advised by the line manager.

3. Contract Management

You will lead the contracting process so that the terms and conditions and contracting procedures as provided by Global Supply Chain are followed.

To achieve this, you will:

• Prepare and executing contracts for recommended bidders.
• Timely renew qualifying contracts and Master Agreements.
• Execute contracts against set performance indicators.

4. Compliance and Ethics

You will assist in identifying and analyzing compliance risk in procurement processes and in implementing donor rules & regulations for all procurements by:

• implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
• Providing consistent and constructive support to other departments to ensure compliance with policies and procedures.
• Identifying and reporting procurement red flags across the procurement value chain.
• Implementing corrective action plans (CAPs) in response to internal and/or external audit queries.

5. Reporting:

You will support timely and accurate reporting by:

• Preparing and submitting accurate monthly reports to the Procurement Manager on time.
• Supporting with developing and updating the procurement plans (assigned) as required.
• Submitting a monthly list of commitments to the Procurement Manager/Supply Chain Coordinator and Finance.
• Submit periodic procurement tracking report for specific Grants that you are assigned to.

6. Common duties:

• Attend and participate in trainings identified/organized by your supervisor.
• Follow any new procedures and guidelines designated in circulars from the Field Coordinator and/or Deputy Director of Operations/ Country Director.
• To report any violations of the IRC Sexual Abuse and Exploitation Code of Conduct. The reporting of violations is an obligation on the part of all staff members.
• To assist where necessary in undertaking activities that aim to prevent the occurrence of sexual abuse and exploitation of refugees by IRC and other humanitarian workers.
• Carries out other duties as assigned by your supervisor.
• To ensure procurement principles such as Accountability, Transparency, and cost effectiveness approaches are considered at all times when procurement activities are carried out.
• To bring to the attention of the immediate line manager and other Senior Management Team any red flag/fraudulence situation may be observed for immediate corrective measures.

Others:
•     Promote and actively participate in GEDI initiatives and efforts to build team engagement, inclusion and
       diversity in IRC Afghanistan.
•     Foster ongoing learning, honest dialogue, and reflection to strengthen safeguarding and to promote IRC
       values and adherence to IRC policies.

Key Working Relationships:

• The incumbent will report to the Supply Chain Manager and will work closely with the supply chain team, finance, relevant project focal persons, and vendors. S/he will maintain a transparent, honest, and supportive communication structure with colleagues to ensure they are kept informed of applicable procurement practices, and contracts management activities and requirements. Develop positive relationships with suppliers and other direct/indirect stakeholders for the effective procurement life cycle.

Qualifications and Requirements:

• Bachelor's degree in the field of Business Administration, Economics, Commerce, or a similar field with at least 2-3 years of INGO and other UN agencies work experience in procurement/Supply Chain/Logistics.
• Understanding and practical experience of project management principles throughout the project lifecycle (pre-award to closure).
• Demonstrable experience of managing contracts and projects funded by donors; BHA, FCDO, GIZ, UNICEF, ECHO, SIDA, with charity or private sector organizations. 
• Demonstrated ability to interpret regulations and implement actions accordingly.
• Demonstrated ability to work independently, think critically, and solve complex problems with limited oversight.
• Good command of English and Dari, and/or Pashto
• Good IT skills (Word, Excel, Outlook).
• Flexibility: ability to work under pressure.
• Adaptability: working in a multi-cultural environment.
• Ability to travel to the field sites to provide support to Supply Chain Staff.

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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