Procurement Specialist

We support people in overcoming emergencies and we strive to guarantee that everyone can have a decent and dignified life as well as opportunities and a better future. We work in 26 countries around the world, including in Italy, with more than 179 emergency, humanitarian aid and development projects. Our activities mainly involve women, girls and young people, actors of change in every community for a fairer and more inclusive world.We operate in several natural and man-made crisis in various regions of the world. The emergency response, coordinated by the Humanitarian Aid Unit, is composed by multi-sectorial interventions comprising of WASH, EiE, CVA, Food Security, Protection, and others. We operate also in protracted crisis with provision of humanitarian aid through a prevention, emergency relief and rehabilitation approach.In the last 4 years we have strengthened the regions and the countries where we have been working, we have created new programs, developed new quality and compliance systems and now we need new people who want to join us to build the world we want in the coming years. Join us.

Position: Procurement Specialist

Reporting Relationship: Head of Procurement and Logistics Unit

Location: To be agreed. Possibility of remote working. Missions abroad are requested

Work in Coordination with: Procurement Specialists, Logistics Specialists, AFC team, Countries teams of the designated countries

Starting date: September 2024

Application deadline: 25/07/2024

Gross Salary: to be defined according to the candidate’s profile

Job description

The Procurement Specialist ensures efficient management of procurement processes and procedures for the designated countries in collaboration with the Procurement and Logistics Unit. The expert provides remote and in-country technical advice, guidance, and support to all Country Office teams, ensuring compliance with WeWorld policies, principles, and standards, as well as donor regulations. This role is crucial for maintaining high-quality standards across all programs through effective communication, coordination, and information sharing.

Main tasks and Responsibilities

Global Responsibilities

·Work with the Procurement & Logistics Unit to enhance procurement systems, manuals, SOPs, and strategic tools.

·Develop and implement Procurement Minimum Standards.

·Formulate effective procurement strategies and new processes.

·Address key risks, audit findings, and complaints, proposing mitigation measures.

·Foster communication and cross-learning among designated countries, sharing lessons learned.

·Support initiatives and special projects, including environmental procurement and emergency procedures.

·Travel to provide in-country support as required

·Assist in opening new bases/missions in collaboration with the Humanitarian team.

·Enhance the capacity-building strategy.

·Prepare guidelines, SOPs, and donor regulations (EU, AICS, ECHO, UN, others).

·Support logistics activities.

Country-Specific Responsibilities (in the designated Countries)

·Provide technical guidance on procurement processes, ensuring adherence to WeWorld policies, guidelines, and donor requirements and rules

·Ensure Procurement Minimum Standards are in place

·Review and approve procurement plans, tender documents, contracts, framework agreements, leases, and other high-value commitments.

·Review high-value procurement procedures, including tender invitations and evaluation of responses.

·Assist in preparing complex contracts and making recommendations for final purchases and contract awards.

·Support the country and regional team during audit processes, ensuring accurate and compliant procurement documentation.

·Build the capacity of procurement and non-procurement staff.

·Provide procurement inputs for project proposals.

·Conduct spot and compliance checks.

·Follow up on audit recommendations.

·Assess Mission’s Procurement Department to identify human resources gaps and ideal staffing structures.

·Support the definition of roles and responsibilities using tools like JD, RACI Matrix, and roles and responsibilities documents.

·Establish a coordination mechanism to support procurement processes.

·Recommend solutions for complex procurement requests.

·Liaise with HQ and Regional teams on procurement matters.

·Assist in recruiting Country Logistics Coordinators/Managers and other team members.

·Support in Procurement-Specific Tasks

Additional Duties

Perform other duties as requested by the line manager, the Unit and the department

Requirements

ESSENTIAL REQUIREMENTS

Qualifications and Professional experience

·Degree in logistics, supply chain, or equivalent experience in managing procurement into the sector.

·Knowledge of international humanitarian and development systems, institutions, and donor programs (e.g., ECHO, European Union, AICS, UN), including procedures, accountability frameworks, and best practices.

·Fluency in English and French (both written and verbal).

·Knowledge of Italian is an asset.

·Professional Experience:

·Minimum 5 years of experience in a humanitarian/recovery context, preferably in a regional setting or HQ role.

·Experience in complex and volatile contexts.

Skills and Abilities:

·Strong interpersonal skills and ability to leverage business networks and partnerships.

·Excellent communication and leadership skills.

·Ability to perform under stress.

·Capacity to work autonomously and resolve problems proactively.

·Skills in training and remote management support.

·Strategic and conceptual thinking, with the ability to achieve concrete results.

·Strong organizational skills and ability to manage multiple tasks effectively.

·Integrity and adherence to Humanitarian Principles and ethical standards.

·Commitment to WeWorld Mission.

·Cultural, gender, religion, and age sensitivity and adaptability.

DESIRABLE REQUIREMENTS

·Previous experience in Africa.

·Experience managing large work contracts.

·Knowledge of Italian or Spanish is an added value.

The recruitment process may be closed early if a suitable candidate is found.

Due to the large number of applications, we apologise in advance and will only respond to those profiles deemed suitable for the role.