Procurement Support Staff

Job description

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 network, reaching 150 million people each year through its 192-member National Societies. The Organization acts before, during and after disasters, crises and health emergences in order to meet the needs and improve the lives of vulnerable people. Our work is guided by seven fundamental principles (humanity, impartiality, neutrality, independence, voluntary service, unity and universality), policies and by Strategy 2030, which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the coming decade. The IFRC Secretariat has a decentralized structure: five regional delegations (each with several country cluster delegations and country delegations reporting to it) covering the globe and responsible for frontline delivery through National Red Cross and Red Crescent Societies, backed by the Secretariat HQ based in Geneva.

The IFRC is currently present in Nepal through a Country Delegation (CD - first established in 1965 with a presence through regional representation at times), providing support to Nepal Red Cross Society (NRCS) programmes and capacity building. The longer-term mission of the Nepal Delegation is to facilitate organisational growth, technical capacities, partnerships and resource mobilisation that enable Nepal Red Cross Society to deliver on its humanitarian mandate in the country through the provision of technical support, advocacy, representation and coordination functions, in accordance with Strategy 2030 and annual Operational Plans.

Job purpose

This position is focused on providing support to Sr. Procurement Officer in national level procurement for the Country Delegation Nepal and movement partners in Nepal in the area of Logistics, 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.

Job duties and responsibilities

• Support and assist Sr. Procurement Officer 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 minimum three quotations, preparation of a Comparative Bid Analysis, and advise 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.
• Assist in archiving all the procurement files which are in the form of hard copy and soft copy.
• Ensure all the LR forms are raised by requester in appropriate manner with its attached specifications/scope of works.
• 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. 
• 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 Sr. Procurement Officer with appropriate authorization, execute the purchase of appropriate supplies and arrange delivery in a timely and cost- effective 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 maintain the records of the supplier and their performance.
• Ensure a good professional working relationship with suppliers and other stake holders.
• Maintain and be responsible for the compilation and regular updating of procurement database/pipeline for the goods and services.
• Assist and support to Sr. Procurement Officer in the preparation of regular, timely and accurate narrative and financial reports for the International Federation and for donors.
• Apply and implement a full anti-corruption risk mitigation in all procurement transaction and dealings with Vendors.
• Perform emergency duties as required and be available for during holidays if the situation so warrants.
• Perform other work-related duties and responsibilities that may be assigned by the Line Manager/ Sr. Logistics Officer / Finance and Admin Delegate.

CONFIDENTIALITY AGREEMENT

He/ She must maintain a moral confidentiality agreement to the International Federation, not disclosing neither spreading information shared by an individual participant in confidence concerning his/ her experiences or other sensitive information.

He/ She is also in charge of organizing the archives of all human resources reports and documents and will treat them as confidential material, not for spreading beyond the target audience.

Should there be a breach in this confidentiality, the employer reserves the right to terminate the contract with immediate effect.

Exception to the rule: If the information received reveals that the delegate/staff comes to serious harm, that should be notified to the line manager whose responsibility is to act according to the Federation Code of Conduct regarding supporting vulnerable people.

Position Requirements