Procurement Assistant

BACKGROUND:

The International Rescue Committee, one of the world’s largest humanitarian agencies, provides relief, rehabilitation and post-conflict reconstruction support to victims of natural disaster, oppression and violent conflict in 42 countries. The IRC is committed to bold leadership, innovation and creative partnerships. Active in public health, education, livelihoods, women’s empowerment, youth development, and protection and promotion of rights, IRC assists people from harm to home. IRC entered Nigeria in October 2012 in response to a widespread flood disaster. IRC’s Emergency Response Team, with local partner CISCOPE (Civil Society Coalition for Poverty Eradication), implemented a project to support livelihoods and improve WASH in Kogi State from February to May 2013. This was followed by a 3-month nutrition and food security program in the same location from October 2013 to January 2014. The IRC is now in the process of establishing long term presence in Nigeria.Offices were established in Borno, Adamawa and Yobe (BAY) States, North East Nigeria and are providing critical humanitarian assistance to conflict affected people.IRC has plans in place to extend response to the North west Nigeria humanitarian crisis with activities planned for Zamfara state.

Project Overview:

The BHA (Bureau of Humanitarian Assistance) project, “Integrated Emergency Response to the Displaced Population in Zamfara, Sokoto, And Katsina States, Northwest Nigeria’depending on fund availability will be carried out by a consortium led by the International Rescue Committee (IRC) in collaboration with the Alliance for International Medical Action (Alima), Cooperazione Internazionale (COOPI), and Life Helpers Initiative (LHI), aims to leverage each partner’s expertise to provide immediate humanitarian assistance to internally displaced people populations through area-based approach. The Consortium partners will provide an integrated multisectoral intervention in Health, Nutrition, WASH, Protection, and Multi-purpose Cash Assistance (MPCA) activities in Zamfara, Katsina, and Sokoto states in collaboration with state governments, UN organizations and other key actors in Northwest Nigeria. The project will be implemented by a dedicated support, quality assurance, and coordination team, who will work closely with all partners through a management unit of well-structured consortium governance for the activity.

Job Overview/Summary

• The Procurement Assistant  is responsible for assisting the  Supply Chain Officer with  efficient coordination and management of procurement functions for IRC’s office. Supply Chain must be able to rapidly procure Program supplies, services, and equipment, whilst ensuring best practices and maintaining audit-compliant records.
• The Procurement Assistant ensures 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.

Major Responsibilities

Procurement Planning

• The Procurement Assistant  is responsible for working closely with Supply Chain Officers, internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation. Supply chain planning includes –
• Preparing and implementing procurement plans
• Implementing all IRC procurement SOPs
• Collecting, organizing, and analyzing data
• Monitor supply market and conduct market surveys & analysis.

Procurement

• Support with  implementing procurement plan & strategies 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 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.

Contract Management

• Preparing and executing contracts for recommended bidders
• Timely renewal of running contracts.
• Execute contracts against set performance indicators
• Responsible for managing contracts and supplier performance to ensure that terms & conditions, standard operating procedures are adhered to as provided by GSC.

Supplier Management

• Support with 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 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)

Key Working Relationships:

• Internal: Regular relationships with program staff, Operations, and country Supply Chain staff at all levels
• External: Vendors and Service providers.

Minimum Qualifications:

Personal Characteristics.

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

Job requirements;

• Diploma or Degree ina relevant field .
• Must possess at least three (2) years experience in Supply Chain management
• Competency in Microsoft suites( Ms word, excel, PPT,outlook)
• Must have cognate skills in computer appreciation.
• MUST possess a high level of integrity and with good interpersonal skills
• Ready to work in difficult environmental conditions
• Good Knowledge of Ms Office, ERP etc.

Work Environment

The position will be based in Katsina State, Nigeria. The situation in northwest Nigeria continues to be volatile and the security phase is orange or red depending on location. This is a national position.

Standards for Professional Conduct:

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.