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 50 countries and more than 25 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.
The Shared service Unit (SSU)
The Shared service Unit (SSU) is an operational center of excellence providing workplace solutions and operational support to the hosted units and country program based in Amman. The SSU was set up to inject energy and synergy with the objective of providing succinct support services to the IRC entities hosted in Amman. Currently, the MENA (Middle East and North Africa) regional office, Jordan Country Program, Syria – Amman Office and the Occupied Palestine Territory (OPT) emergency response are all hosted and supported by the Shared Services Unit (SSU), which is currently providing operational support to a total of over 200 staff members. The objective of the SSU is to eliminate duplication and leverage on economies of scale to provide efficient and effective services to its stakeholders.
Job Purpose/Objective
The Procurement Officer is responsible for the efficient coordination and management of procurement functions for the SSU’s functions in Amman. The procurement officer must be able to rapidly procure operational 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 value for money, and in compliance with IRC and donor procurement policy and procedures.
Key Responsibilities.
The Procurement Officer Is Responsible For Working Closely With The Administration, Internal And External Stakeholders To Ensure Effective Plan For Upcoming Procurements And Prepare To Support The SSU In Procurement Process. Supply Chain Planning Includes:
- Support the Administration Manager in preparing and implementing operations procurement plans.
- Collecting, organizing and analyzing data.
- Monitor supply market and conduct market surveys & analysis.
- Procurement
Responsible For Implementing Procurement Plan & Strategies And Ensures All Procurement Needs Are Met On Time In Accordance With GSC And Donors’ Standards. This Includes:
- Process all procurements based on the procurement thresholds and guided by the appropriate procurement method for efficient and effective delivery.
- Support in development of procurement specifications and scope of work.
- Processing approved Purchase request through the procurement software( Integra) and ensuring data accuracy.
- Processing request for quotations / proposals.
- 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.
- Implement IRC procurement SOP’s in all procurements.
- Review procurement documents for accuracy before taking payment for approval.
- Monitor the assigned procurements to ensure timely and efficient execution.
- Update and file procurement data, documents, and supplier files he/she processes and provide guidance/support for subordinates on the processes.
- Ensure effective communication between operations team, requestors and suppliers
- Follow-up with finance department on suppliers’ payments finalization.
- 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.
- Compliance and Ethics
Assist In 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 ATC checks, reference checks, supplier visits 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)
- Procurements are conducted in compliance with donor regulations.
- Reporting
The Procurement Officer is responsible for preparing and submitting accurate:
- Generate monthly power BI Report.
- Generate monthly management reports
- Other supply chain trackers
Key Working Relationships:
Position directly supervises: NA
Other Internal And/or External Contacts:
Internal: Regular relationships with SSU hosted staff, Operations and hosted entities within the SSU all levels
External: Vendors and Services providers
Minimum Qualifications:
Required Experience and Qualification:
- 3 years of Supply chain experience
- A bachelor’s degree in a procurement or any other relevant field
- Proficiency in Microsoft office software with a bias in Ms. Excel, PDF and other collaboration tools and preferably having a working knowledge in ERP.
Demonstrated Skills And Competencies:
- Excellent negotiator and good communicator
- Flexible and a can-do approach to tasks and the ability to adapt to a changing and challenging environment.
- Should be quick in understanding, keen in taking instructions, and able to work with minimum supervision.
- Should be willing, ready and able to perform other duties as delegated to him/her by the supervisor while maintaining a high level of confidentiality.
- Excellent interpersonal, organizational, and time management skills.
- Ability to work in and as a team.
Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.
Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures