VACANCY ANNOUNCEMENT

Position: Procurement Officer

Reports to:  Senior Supply Chain Officer

Location: Kenema

Duration: Fulltime

BACKGROUND

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC delivers education programs in 22 conflict-affected or post-conflict countries around the world. Present in Sierra Leone since 1999, IRC supports the Sierra Leonean institutions – government, civil society, community-based organizations and private sector – to provide improved social services.  The IRC does this through programs and partnerships designed to improve the life of women, youth and children by implementing Health, Education, and Women’s Protection and Empowerment programming.

SCOPE OF WORK

JOB OVERVIEW

The Procurement Officer is responsible for the efficient coordination and management of procurement functions for IRC’s office in Kenema. Supply Chain must be able to rapidly procure Program supplies, services and equipment, whilst ensuring best practices and maintaining audit-compliant records. The Procurement Officer ensure that all purchases of goods and services are done transparently, at the best available price, and in compliance with IRC and Donor procurement policy and procedures.

KEY RESPONSIBILITIES

1. Supply Chain Planning

The Procurement Officer is responsible for working closely with Procurement Manager; PACS Project, internal and external stakeholders to ensure effective supply chain planning and preparation to support program implementation. Supply chain planning includes;-

• Preparing and implementing procurement plans

• Implementing all IRC procurement SOPs

• Collecting, organizing and analysing data

• Monitor supply market and conduct market surveys & analysis.

2. Procurement and ERP system

Responsible for implementing procurement plan & strategies (using IRC Enterprise Resource Planning Platform “INTEGRA”) and ensures all program procurement needs are met on time in accordance with GSC and donors’ standards. This includes:-

• Support in development of procurement specifications

• Processing approved Purchase request through the procurement software (Integra) and ensuring data accuracy.

• Request for quotations / proposals.

• 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 taking payment for approval.

3. Contract Management

Responsible for managing contracts and supplier performance to ensure that terms & conditions, standard operating procedures are adhered to as provided by GSC. This includes:-

• Preparing and executing contracts for recommended bidders

• Timely renewal of running contracts.

• Execute contracts against set performance indicators

4. Supplier Management

Responsible for managing supplier relationships and performance to ensure that there is precise record keeping as provided by GSC. This includes:-

• Maintain suppliers file and documentation

• Documents supplier performance

• Maintain supplier performance score cards.

5. Compliance and Ethics

Implementing donor rules & regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through:-

• Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits, ATC, minimum internet search etc.

• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures

• identifying and reporting procurement red flags,

• Implementing internal and external audit corrective action plans (CAPs)

6. Reporting

The Procurement Officer is responsible for preparing and submitting accurate:-

• Monthly PRTS report to the Supply Chain Coordinator by 1st of every month.

• Support with developing and updating procurement plans through Item forecast as required.

• Submit monthly list of commitments to Sr. Senior Supply Chain Officer / SCC and Finance

• Submit periodic procurement tracking report for Grants implemented in field

Procurement Officer Competency’s matrix:

The Procurement Officer Competency matrix is the primary supporting document to this job description and the Procurement Officer must ensure that all tasks are preformed to standard.

Key Working Relationships:

Position directly supervises:  None

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:Bachelor Degree, Diploma in Business Administration/Financial Accounting or Logistics related field preferred

Work Experience:3-4 years of work experience in supply chain operations (Procurement)

Demonstrated Skills and Competencies:

• Knowledge of generic procurement procedures and practices (IRC or NGO experience).

• 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.

• 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

• Good mathematical skills.

Duration

September 2021 – December 2021 (Possible extension)

Requirements

• Excellent computer skills, including proficiency in Microsoft Excel, Access and Word;

• Strong data collection, analysis and report writing skills;

• Ability to work independently, think analytically and take initiative in solving problems;

• Familiarity with result framework analysis and M&E plan implementation;

• Experience in conducting assessments;

• Strong experience working with community groups;

• Good verbal communication skills in local languages and working knowledge of English;

• Ability to clearly convey concepts to populations with limited numeracy and literacy skills;

• Excellent training and mentoring skills with ability to work as part of a team with diverse backgrounds;

• Willingness to travel frequently to field sites;

• Commitment to IRC values and principles.

Preferred Qualities

• At least three years’ experience working in monitoring and evaluation;

• Experience working in Health programs.

Qualifications:

• Degree in Statistics, Computer Science/IT/or any sector or sub-sector related field.

• At least 2 years’ experience in a similar role either in humanitarian or development settings with proven success in implementing M&E systems from project initiation to close-out stages.

• Good level of proficiency in Windows Excel, power point and quantitative analysis

• Ability to design M&E tools.

• Experience in continuous quality improvement processes.

• Experience in data analysis, trend analysis and interpretations.

• Good report writing skills.

• Ability to enhance good interpersonal relationship.

• Good communication skills.

• A good command of both written and spoken English.

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.

QUALIFIED FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

How to Apply

Qualified and interested individuals should click on the button below to apply.