Procurement Officer

Background/IRC Summary:  

The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Today, 13.4 million people in Syria – more than half of the country’s population – are in need of humanitarian assistance with needs increasingly being exacerbated by economic decline. Of these, 6.8 million are refugees and asylum-seekers who have fled the country. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.

IRC is offering a robust humanitarian response to the Syria crisis a rapidly expanding portfolio, supported by more than 1000+ staff in Syria Country Program. IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, early childhood development, education, women’s protection and empowerment, non-food items and food distribution, cash assistance, water and sanitation, protection and rule of law, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding, and coordination.

Job Overview/Summary:

Reporting to the Senior Procurement Manager – the Procurement Officer is responsible for the efficient procurement support of functions for IRC’s office in Raqqa, Syria.  The Procurement Officer must be able to rapidly procure Program supplies, services, and equipment, whilst ensuring best practices and maintaining audit-compliant records.

Responsibilities:

• Ensuring that procurement is carried out in accordance with IRC and donor-specific polices.
• Ensure documentary records are updated and archived in sequential order to avoid audit observations.
• Assist program staff on preparing the Item Forecast by reviewing the item description as per the product list, prices, delivery lead-time and guidance on the necessary approvals required  
• Ensure integrated internal controls, and auditable support documentation.
• Generate all required procurement documentation and maintain records and files in an impeccable manner.
• Ensure that all materials purchased are of appropriate quality and price and are timely delivered as per the Pos delivery dates.
• Preparation of procurement contracts, service agreements and purchase orders.
• Prepare Bid Analysis and score sheets before submitting to PM/SCM/SCC for validation ensuring that rating is not deviating to IRC standards.
• Update relevant staff about the status of his/her request and delivery and maintain regular contact with supervisor on matters of procurement.
• Conducting in coordination with PM regular market surveys and maintaining an up-to-date supplier database with key supplier information.  
• Hold meetings with suppliers/service providers to negotiate prices in the best interest of program activities with assistance from Procurement Manager.
• Ensuring that all Supplies, services, and equipment’s required are delivered in time as indicated on the PO.
• Establishment and maintenance of ethical, professional working relationships with suppliers.
• Maintain supplier information for regularly purchased items and be informed of current local market conditions.
• Engages in delivering request for quotations and quotations from authorized suppliers.
• Any other duties or tasked delegated by Procurement Manager, or Coordinator.
• Ensure that RFP/RFQs are complete in all respects and that targeted vendors understand the objectives of IRC.

Integra:

• Review the item forecast that come from program to ensure correct description and price are reflected in files as indicated in our product list and reasonable delivery lead times.
• Assist Admin staff with raising purchase requests (PRs) by providing price estimations of goods requested, through Integra.
• Preparation of procurement contracts, service agreements and purchase orders through integra and reflect a correct information.
• Coordinate with the Finance Department to make sure that the PO documentation is complete and ready for Supplier payments.

Minimum Qualifications:

• a university Degree in Business administration, Commercial, Economics, Supplies Management or in Administration related fields.
• Minimum 2-4 years of work experience in procurement, preferably with INGOs.
• Desired knowledge of generic procurement procedures and practices (IRC or NGO experience advantageous) in procurement and / or logistics / supply chain.
• Must have shown project management skills and experience, excellent interpersonal skills, the ability to find solutions and achieve results, the ability to analyze and resolve sophisticated issues, and the ability to empower team members
• Knowledge of Excel, PowerPoint, Word as well as experience implementing and using procurement systems
• Complexity of products and projects requires high quality project and program management skills and a shown ability to handle change both internally and externally
• Solid knowledge and understanding of the Syrian context, including geographical, political and security aspects.
• Organized, results and detailed oriented, proactive.
• Team player and good communication skills.
• Good mathematical skills.
• Possess leadership qualities and willing to exercise initiative.
• Willingness to travel regularly.
• Familiarity with major donors and local regulations / laws advantageous.
• Competent in spoken and written Arabic, Kurdish, and English.
• Strong sense of personal integrity.
• Attention to details.
• Ability to multi-task.
• Ability to work independently.
• Trustworthiness, reliability, openness, and ability to respond rapidly to queries.
• Problem solving abilities.

Demonstrated Skills and Competencies:

• A commitment to IRC’s mission, vision, values and IRC Way – Professional Code of Conduct.
• Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development
• Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution.
• Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context.
• Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience.
• Highly collaborative and resourceful; ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity.
• Curiosity, a desire to continually learn and develop and a sense of humor is a must.
• Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies.

Language/Travel:

• English and Arabic are required, while Kurdish is desired.
• Travel: 10% to field sites in DerAzor and main office in Hassaka

Key Working Relationships:

• Position Reports to:  Senior Procurement Manager
  Position directly supervises: Procurement Assistant
• Indirect Reporting (If applicable): NA
• Key Internal Contacts: Programs and other sectors
• Key External Contacts:  Vendors and partner

Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.

Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.

Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Diversity and Inclusion: at IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.

IRC is committed to creating a diverse, inclusive, respectful and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.