Procurement and Logistics Assistant-Internal Only

at  International Rescue Committee

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 International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.

JOB OVERVIEW/SUMMARY

The Procurement and Logistics Assistant is responsible for working closely with the Procurement and Logistics team, internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation.

DEMONSTRATED TECHNICAL SKILLS:

• Experience working with grants funded by donors including USAID, OFDA, DFID, ECHO, EU, and knowledge of specific donor guidelines.
• Demonstrated training and coaching ability
• Knowledge and understanding on quality of care, specifically client rights issues.
• Demonstrated expertise in the substantive area of work and strong program experience.
• Demonstrated ability to network within the development partners community.
• Familiarity and knowledge of emergency programming with humanitarian and resilience angle – Experience in the humanitarian setting is an asset.
• Ability to take initiative and independently respond to situations.
• Strong commitment to IRC’s mission, purpose, and values.
• Excellent organizational skills with the ability to prioritize workload.
• Well organized and analytical.
• Able to work well in a team and to undertake assigned tasks independently.

COMPUTER / OTHER TECH REQUIREMENTS:

• Strong computer and communication equipment skills, including Microsoft Office applications, VHF, satellite phones.
  Ability to Travel: 0% of time if applicable
  Working Environment
  The position will be based in Maiduguri, Borno State. The situation in northeast Nigeria continues to be volatile and the security phase is AMBER. The security situation in Maiduguri is at Medium Risk but remains tense and unpredictable; concerns include criminality.
  There is active conflict in many parts of the country and a possibility for further expansion of the conflict and violence into other areas and other states. IRC will provide suitable workspace space in the Maiduguri office.
  Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of 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, Harassment-Free Workplace, Fiscal Integrity and Anti-Retaliation.
  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.
  IRC is an Equal Opportunity Employer. IRC considers all applicants based on merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.
  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

Procurement Planning:

The Procurement Assistant is responsible for working closely with the Procurement officer and Manager, 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.
• Updating supplier database & pricelists
• Carry out all documents photocopying, scanning, archiving procurement files & reception of goods.
• Proper filing of all procurement documents
• Follow up internally between the SC department and Finance department on procurement-related transactions.
• Sending a request for feedback regarding suppliers’ performance & update supplier files accordingly.
• Send Request for quotation for Market Survey, Proposals or Procurement of desired goods and services
• Establishment and maintenance of ethical, professional working relationships with suppliers.
• Responsible for implementing procurement plan & strategies and ensures all program procurement needs are met on time in accordance with GSC and donors’ standards.
• Support in development of procurement specifications.
• Processing approved Purchase requests through the procurement software (Integra) and ensuring data accuracy.
• Participate in tender meetings & evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that are transparent and documented.
• Demonstrate value for money in procurement.
• Perform Market Analyses by collecting, organizing, and analyzing market data and financial reports.
• Any other duties or tasks delegated by the Procurement and Logistics Manager and Procurement and Logistics Officer.

Contract Management:

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

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 reference checks, supplier visits etc.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures in identifying and reporting procurement red flags,
• Implementing internal and external audit corrective action plans (CAPs).
• Identify, document and timely report any IRC procurement deviations following the mechanism in place for appropriate follow-up.
• Ensure all staff (international and national) are familiar with and comply fully with the IRC Way policies.
• Implement and sustain segregation of duties in procurement and other related functions.
• Review and provide feedback on assigned supply chain reports submitted by the country office.
• Develop and support the implementation of improvement plans.
• Implement discrete, time-bound Supply Chain initiatives which improve performance or compliance (i.e. implementing a post-audit corrective action plan).

Fleet and Transport Management:

• Oversee the management of the transport fleet & generators.
• Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program teams and Base Manager.
• Ensure that systems are in place to account for transported goods.
• Prepare monthly reports on Fuel Usage, Mileage, and spares expenditures by vehicle& generators for review, general reporting, and analysis for continuous improvement.
• Ensure management, tracking, maintenance, and reporting of all IRC vehicles & generators according to IRC policy.
• Any other duties or tasks delegated by his/her supervisor.