Procurement Officer

Job Title: Procurement Officer

Classification Level: Grade

Organizational Unit / Duty Station (Department / Regional Office / Delegation): Procurement Department / Logistics Unit/, IFRC, Nepal Country Office/ Asia Pacific

Immediate Supervisor’s Title: Procurement Delegate

Technical Manager’s Title (if applicable): Logistics Coordinator

Number of Technical Reports (if applicable): 3

Number of Direct Reports (if applicable): 2

Number of Indirect Reports (if applicable): 0

Organizational context (where the job is located in the Organization)

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization with 189 member National Societies.  It is guided by its Strategy 2020 which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade.

The IFRC launched an emergency appeal to support the Nepal Red Cross Society (NRCS) sustain/scale up its emergency response and recovery efforts for communities severely-affected by a devastating earthquake on 25 April 2015. Logistics is a key component of the appeal, and is intended to integrate within the broader recovery framework and other activities such as cash programming initiatives. The appeal also includes capacity strengthening of the NRCS to better manage the logistics aspects of disasters and emergencies. As part of the IFRC Nepal Country Office, an operations team (Earthquake Operations Unit) has been setup to support the National Society in the implementation and coordination of the earthquake emergency response and recovery programme.

JOB PURPOSE

Although this position is focused on providing support through the Earthquake Operation Unit and IFRC in the area of Logistics/Procurement, the incumbent is considered an integral part of the support system of Nepal Red Cross Society both in the assigned sector as well as the overall capacity building of the National Society. As such it is expected that the incumbent works cooperatively with NRCS when called upon to support.

This position provides Fleet support and driving services to the overall operation.

DUTIES applicable to all IFRC Staff:

• Work towards the achievement of Federation goals in Nepal through effective managerial and lateral relations and teamwork.
• Ensure understanding of roles, responsibilities, lateral relationships and accountabilities
• Perform other work related duties and responsibilities as may be assigned by the supervisor

Specific DUTIES responsibilities and accountabilities

• Support and assist Procurement Delegate to plan, co-ordinate and organize country level IFRC procurement activities in full compliance with IFRC Procurement Procedures and best practices to enable a high quality, efficient and cost-effective procurement process that meets the requests of the services users.
• Assist in the maintenance of International Federation standard procurement practices keeping records to full audit trail standard.
• Assist in obtaining no less than three quotations, preparation of a Comparative Bid Analysis, and advice in recommending purchasing, with all information being systematically recorded in Purchase Committee minutes where appropriate.
• Assist in the preparation and submission of appropriate supporting documents to the Committee on Contracts at the National level
• To liaise with relevant field level operational partners and governmental bodies and keep up to date with local market conditions to enable delivery of most efficient procurement service.
• Liaise with suppliers, service providers and other relevant stakeholders regarding delivery of supplies or services and keeping all parties informed of any changes in a timely manner.
• Prepare and present procurement files to local Committee of Contracts, and submit required documents to/through KL ZLU for technical approvals/GVA CoC approval.
• Ensure that quality control/checks are conducted for all items, materials, or tools procured and delivered by suppliers, that they all meet specifications stated in contracts, are fit for the intended purpose, and have appropriate inspection certificates, when required.  
• To carry accountability for ensuring that all procured goods and services are compliant with IFRC regulations and quality standards, are fit for purpose and inspection compliant
• Support the Procurement Delegate/ Logistics Coordinator,  with appropriate authorization, execute the purchase of appropriate supplies and arrange delivery in a timely and cost effective manner.
• Liaise and co-ordinate with the relevant departments/functions regarding delivery of supplies and keep all parties informed of any changes in a timely manner.
• Assist in the maintenance of an accurate and up-to-date supplier information database for regularly purchased items, and keep updated on local market conditions. Assist and maintenance records of the new supplier assessment and performance of the existing suppliers.
• Ensure the maintenance of a good professional working relationship with suppliers and inspection companies.
• Maintain and be responsible for the compilation and regular updating of pipeline goods, and disseminate it to all functions and departments as appropriate.
• Assist in the preparation of regular, timely and accurate narrative and financial reports for the International Federation and for donors.
• Financial accountability: when/if working advances (WA) are provide, be accountable for all funds received and provide the IFRC standard reports on them.
• Apply and implement a full anti-corruption risk mitigation in all procurement transaction and dealings with Vendors.
• Perform other duties that may be requested by the Procurement Delegate /Logistics Coordinator
• Perform emergency duties as required and be available for during holidays if the situation so warrants.

Duties applicable to all staff

• Actively work towards the achievement of the Federation Secretariat’s goals
• Abide by and work in accordance with the Red Cross and Red Crescent principles
• Perform any other work related duties and responsibilities that may be assigned by the line manager

POSITION REQUIREMENTS

Education:

• Chartered Institute of Purchasing and Supply (CIPS)/ Humanitarian Supply Chain Management/ Professional Procurement qualification
• University degree in logistics, procurement, administration, finance or equivalent field

Experience:

• 5 years professional procurement experience,
• Experience in managing and training staff/volunteers
• Experience of working for a humanitarian aid organisation
• Red Cross/Red Crescent knowledge and experience

Knowledge and Skills:

• Procurement  and supply Chain management skills
• Budget and financial management skill
• Ability to work in a cross-functional environment
• Excellent communications skills including report writing
• Ability to work to tight deadlines and handle multiple tasks 
• Knowledge of procedures and international standards for the purchase of goods and services
• Knowledge of the IFRC procurement and financial management procedures
• Proven experience to carry out procurement assessment and set up operations

Languages:

• Fluently spoken and written English
• Good command of another IFRC official language (French, Spanish  and Local language
• Competencies (to be filled in by HR)