Procurement Officer – Whole of Syria

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:

The Procurement Officer is responsible for the efficient coordination and management of procurement functions for IRC’s WoS office. The position holder will procure Program supplies, services and equipment, whilst ensuring good practices and maintaining audit-compliant records. You will ensure 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. The WoS procurement officer will focus on procurements that will cover WoS serving all hubs. To achieve economies of scale and integration between various hubs, a direction towards framework agreements covering whole of Syria will be sought during this transition. Also this role will be responsible for carrying out processes/systems deployment related to Whole of Syria (such as INTEGRA) including training and induction of procurement staff, under the supervision of the DDO. The procurement officer WoS will assist DDO in maintaining upto date Scorecards reporting and conducting scorecards quarterly update meetings for Syria CP.

​Responsibilities:

1. Procurement Planning

Working closely with Procurement Manager, and other internal and external partners, you will effectively plan and support program implementation by:

• Collecting, organizing and analyzing data market information and data to enable effective procurement planning
• Preparing and implementing procurement plans following related IRC procurement Standard Operating Procedures (SOPs)
• Monitor supply market and conduct market surveys & analysis to ensure value for money in procurement.
• Maintain and monitor the progress towards SC scorecard metrics related to procurement management and analyze data to assess performance and develop improvement plans.

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2. Procurement

Responsible for implementing procurement plan and strategy and ensuring all procurement needs are met on time in line with GSC and donors’ standards, the role holder will:

• Support the development of procurement specifications
• Procure all necessary items for programs, offices and residences.
• Process approved Purchase requisitions through the procurement software ensuring data accuracy.
• Initiate and process Request for quotations (RFQ) and Request for proposals (RFP).
• Train and certify procurement committee members and participate in tender meetings and evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that is transparent and documented.
• Review procurement documents for accuracy before taking payment for approval.
• Collaborating with all departments by Coordination with finance, grants and program to ensure smooth and timely procurement
• Coordinate with Finance Department to make sure the payments are delivered to the suppliers.
• Update PRs on BVA system on regular base in coordination with other procurement officers, Senior procurement officer, senior procurement Manger and Supply chain coordinator.
• Ensuring and checking that procurement is carried out in accordance to IRC and donor-specific polices while preparing payment request.
• Attend the procurement committee meetings required.

3. Contract Management

You will lead the contracting process so that the terms and conditions, and contracting procedures as provided by Global Supply Chain are followed.

To achieve this, you will:

• Prepare and executing contracts for recommended bidders
• Timely renew qualifying contracts and Master Agreements.
• Execute contracts against set performance indicators
• Generate all required procurement documentation and maintain records and files in an impeccable manner.
• Update and maintain a proper filing system as per IRC Supply Chain filing protocol.

4. Supplier Management

The role will lead supplier relationships and performance to ensure that Suppliers adhere to Service Level Agreements (SLAs), and that there is precise record keeping. This includes:-

• Maintaining suppliers’ files and documentation in line with IRC’s due diligence processes.
• Monitoring and documenting supplier performance
• Maintain supplier performance score cards.
• Establishment and maintenance of ethical, professional working relationships with suppliers.

5. Compliance and Ethics

You will assist in identifying and analyzing compliance risk in procurement processes and in implementing donor rules & regulations for all procurements by:

• Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
• Providing consistent and constructive support to other departments to ensure compliance with policies and procedures
• Identifying and reporting procurement red flags across the procurement value chain
• Implementing corrective action plans (CAPs) in response to internal and/or external audit queries.
• Implement corrective measures to mitigate existing identified gaps within procurement and any external/internal audit findings as directed by DDO.

6. Reporting

You will support timely and accurate reporting by:

• Preparing and submitting accurate monthly reports to the Procurement Manager on time.
• Supporting with developing and updating the procurement plans (assigned) as required.
• Submitting monthly list of commitments to Procurement Manager/Supply Chain Coordinator and Finance
• Submit periodic procurement tracking report for specific Grants that you are assigned to.

7. Team Leadership and Development

• Setting procurement team members' objectives
• Documenting training needs
• Ensuring that all procurement staff and counterparts are trained to standard

Required Experience/qualification/Skills:

• At least 2-4 years of progressively responsible professional experience of procurement, and/or relevant supply chain experience. ​
• Previous experience in an emergency or conflict-afflicted and with INGOs is required.

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 is required, while Arabic is desired.
• Travel: 10% to field sites in Syria/Turkey ,as needed, as well as attending regional and global workshops and meetings.

Key Working Relationships:

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Position Reports to: Deputy Director – Operations
Position directly supervises: None

Indirect Reporting (If applicable): None
Key Internal Contacts: Regular relationships with program staff, Operations staff and country Supply Chain staff at all levels.

Internal: All program sectors coordinators and managers, Field Manager and Deputy Field Manager in Northern Syria;

External: Vendors and Services providers.

The Deadline to apply is : 16-Feb-2023

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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.

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