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Procurement Manager

Location:

Position Location:

 

Description

JOB DESCRIPTION

Title

Location

Travel

Job Family and Grade

Pre hire checks

 

1.          Scope

 

Department:

Reporting to:

Direct reports:

Budget responsibility:

Relationship management

 

2.          Context

 

About Relief International

Relief International (RI) partners with communities impacted by conflict, climate change, and disaster to save lives, build greater resilience and promote long-term health and well being.

Currently, RI is active in 14 countries around the world, including some of the most fragile: Afghanistan, Iran, Iraq, Jordan, Lebanon, Myanmar, Pakistan, Philippines, South Sudan, Sudan, Syria, Turkey, and Yemen.

Relief International includes the four corporate members of the RI Alliance: Relief International Inc., Relief International-UK, Relief International-France and Relief International-Europe Under our alliance agreement, we operate with a single, shared management structure.

 

About our Country Program/ Regional Programs

Relief International was operational in oPT starting in 2007, and after entering hibernation period in 2017, has recently reactivated its operations at the end of 2023.  Relief International is currently building its response to the current and evolving situation in both Gaza and the West Bank through both a direct implementation and partnership approach. Relief International’s programming in oPT follows Relief International’s global strategy with Health as a central focus with components linked to our work in Health through the sectors of WASH, Protection, Education and Livelihoods. The context in oPT is extremely dynamic and requires focus on nexus programming that brings together both humanitarian service delivery combined with systems strengthening and longer-term programming. Navigating complex regulatory and access challenges to reach populations in need in both Gaza and West Bank will be a key area of focus for the Supply Chain Operations Manager.

 

Middle East Region

RI operates in six countries in the Middle East region:  Iraq, Jordan, Lebanon, Syria, Turkey and Yemen, with a focus on the four RI sector pillars: Health, WASH, Education and Economic Opportunity.  We employ more than 4,000 staff (direct and indirect) in the Middle East region and implement a range of humanitarian and development programs valued at approximately $70 million USD on an annual basis.

 

Africa/ Asia Region

RI operates in seven countries in the Africa/Asia region: Afghanistan, , Iran, Myanmar, Pakistan, Philippines, South Sudan, and Sudan, with a focus on the four RI sector pillars: Health, WASH, Education and Economic Opportunity. We employ more than 3,000 staff (direct and indirect) in the Africa/Asia region and implement a range of humanitarian and development programs valued at approximately $60 million USD on an annual basis.

 

3.          Job Profile

 

The procurement manager will focus on procurement and team capacity building under the direct supervision of the supply chain and operation manager with technical reporting line to RSCO. He/she will support emergency response procurement activities and be responsible for executing complex procurements in the country in strict compliance with the procurement policies and procedures by Relief International and its donors. He/she will put in place a provisional procurement structure and team to meet the growing and changing needs of emergency response programming.

In charge of the correct implementation of RI procurement guideline, educate customers, capture, analyze and report procurement data. S/He remains updated about donor policies and procedures.

4.          Key responsibilities

 

Accountability and Complexity

·       Lead the team ensure that all procurement and contracted services are done in accordance with RI Supply Chain procedures

·       Support logistics and operational needs of opt Response when needed

·       educate customers, capture, analyze and report procurement data. S/He remains updated about donor policies and procedures.

·       Provide any training / mentoring for the procurement and SC team

 

PROCUREMENT

·       To prepare detailed solicitation documents including Requests for Proposals (RFP), Request for Quotations, (RFQ), Bill of Requirements with detailed specifications.

·       Analyzed Proposals/bids against the specifications and RFP/RFQs including, technical evaluations, cost analysis and other terms and conditions.

·       To support and review Prepared and issued Purchase Orders and Contracts for acquisition of goods and services.  Negotiated contractual terms and conditions with the contractors.

·       Regular follow-ups with vendors and contractor for timely delivery and installation of goods procured in accordance with the contract terms and conditions.

·       Reviewed invoices before processing payments for administrative and technical checks.

·       Lead on all international procurements and be the focal point for all country and strategic supplier agreements. This includes obtaining quotes, developing, getting approval and finalizing bid analysis and Purchase Orders/Contract, This also includes timely and collaborative communication with all stakeholders and being responsible for avoidable.

·       Support Country teams to set up local Framework and Prequalified Supplier Agreements for medical and other supplies.

·       Support procurements during emergencies, which include lead on all international procurements and/or short term surge in country procurement lead

·       Coordination of medical procurements with Country and Global technical focal points to ensure quality of sourced products and it s delivery.

·       Ensure that medium and high-risk items sourced locally, regionally and internationally have adequate quality certification issued by internationally recognized Stringent Regulatory Authorities.

·       Ensure that project sourcing/procurement plans are in place and regularly updated by the SCO team.

·       Regularly carry out market analysis, collect relevant documentation from potential suppliers.

·       Identify priority areas for MSA and MPA contracting needs

·       Analyzed Proposals/bids against the specifications and RFP/RFQs including, technical evaluations, cost analysis and other terms and conditions.

·       Support and set up relevant global strategic supplier agreements, including for medical supplies, freight forwarders

 

 

REPORTING

 

·       Procurement tracking sheet is accurately maintained and shared to stakholders on weekly bases:

·       Provide progress data for record and tracking of PRs to staff in charge of maintaining Procurement Tracking sheet: every procurement step is logged into PTS.

·       Maintain contract tracker for supply service and facility contracts

·       Facilitate the supply of PTS on weekly bases to customers, segregated per project number

·       Generate and communicate procurement KPIs analysis and associated recommendations at a country and global level. Ensure that communication is targeted to enable understanding and decision making by operations and management staff at all levels.

 

STRATEGY

 

• Lead the development and implementation of supply chain strategy development with an emphasis on sourcing pharmaceuticals and medical supplies.
• Ensure full alignment with RI Global procurement policies and procedures. Ensure policies and procedures are disseminated in a timely manner and that all relevant staff are trained and competent. Ensure local, national, and international procurement practices are compliant with donor regulations.
• Participate in program mobilization efforts and meeting for all new projects and project extensions.
• Ensure that the supply chain is appropriate and cost effective, based on budget, markets, infrastructure, nature of the RI programs, and need for timely delivery.
• Support program leads in procurement plan review and once agreed action the plans
• Ensure procurement needs are prioritized and categorized with the procurement teams in an efficient and effective manner.

 

 

Operations

•  Facilitate rapid execution of customs clearance supported by custom clearing agency
• understanding of any restrictions on importation regarding pharmaceuticals, communication and vehicles and any other goods.
• Responsible to ensure implementation of US Export regulations and Anti-terrorist regulations as relevant.
• Coordinate with the Warehouse Department to arrange deliveries.
  Once delivered in IR Warehouse (s) makes sure the items are sent in timely manner to the field sites
• Collect all the evidences (GRN-SRN-QC report) and check the final documentation prior submitting the invoice to the Finance Department.

 

Management

 

•  Lead the team ensure that all procurement and contracted services are done in accordance with IR Supply Chain procedures
• Will review performance evaluation of all procurement staff and initiate performance improvement plan as needed
• Conduct regular meeting- training with the team to ensure tasks are delivered as per procurement staff workload
• Provide technical support to the team to comply with our internal procedures

 

Behavior and conduct

• Ensures that behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies
• Acts with integrity and holds themselves accountable for being respectful, inclusive and professional
• Reports any concerns

Management and leadership

• Ensure the highest standards of behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies
• Be a model for ethical conduct standards for other team members
• Embrace diversity, and model inclusive and equitable behaviour.
• Ensure own actions and the actions of the teams’ members they manage do not adversely impact the safety of the RI team and the vulnerable communities we serve
• Ensure donors, partners and communities are aware of RI conduct and reporting mechanisms
• Ensure safeguarding is embedded in all the work we do
• Be responsible for ensuring a culture and systems in place for reporting
• Report any concerns

 

 

5.          Person Specification

 

Skills, knowledge and expertise required for the role.

Essential criteria

• Degree or professional certification in Supply Chain Management, Humanitarian Logistics, or related field.
• Experience working with at least two of the following donors: USAID, ECHO, BPRM, UN and knowledge of specific donor guidelines.
• Prior experience working in oPT will be favored.
• Experience with medical procurement and supply chain management will be favored.
• At least 5 years international experience managing a large multi-site operations, preferably within an INGO/NGO setup.
• Solid   knowledge   and   understanding   of   practical   Supply   Chain   procedures   and maintaining supply pipelines in areas with weak infrastructure and complex .
• Demonstrated excellence in training and capacity-building of specialist and non-specialist staff in Supply Chain Management.
• Strong organizational, interpersonal and communication skills.
• Strong computer competency with spreadsheets, and databases.
• Strong leadership qualities and willingness to exercise initiative.
• Ability to identify and communicate potential problems and propose solutions to the level of management and then effect change.
• Must be able to function effectively in complex work  environment,  set  appropriate priorities and deal effectively with numerous simultaneous requirements.
• Fluency in English, both written and spoken. Arabic language skills a plus.
• Willingness to travel within oPT and potentially outside (Egypt and Jordan for example) (where security allows) to provide technical support.

 

 

6.          RI Values

 

Guided by the humanitarian principles of humanity, neutrality, impartiality, and independence, as well as “Do No Harm,” Relief International Values:

·                Integrity

·                Adaptability

·                Collaboration

·                Inclusivity

·                Sustainability