JOB OFFER – IRC International Rescue Committee CAMEROON, NGO: Procurement Manager, Yaounde

Requisition ID: req43663

Job Title: Procurement Manager/Senior Procurement Manager

Sector: Supply Chain

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Yaounde, Cameroon

Work Arrangement:

Job Description

IRC-Cameroon is looking for a strong procurement manager to head up procurement activities throughout the country. Depending on the profile and experience of the selected candidate, they may either become Procurement Manager or Senior Procurement Manager.

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IRC-Cameroon is looking for a highly qualified Procurement Manager to lead procurement activities across the country. Depending on the profile and experience of the selected candidate, he may become Procurment Manager or Senior Procurement Manager.

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Background

Founded in 1933 at the request of Albert Einstein, the International Rescue Committee (IRC) is one of the world’s largest humanitarian organizations. The IRC provides relief, rehabilitation, and post-conflict reconstruction support to victims of oppression and violent conflict. Operating in more than 40 countries, IRC’s mission is to help people whose lives and livelihoods have been shattered by conflict and disaster to survive, recover, and take control of their future.

History

IRC started its activities in Cameroon in 2016 in response to the growing concerns of people affected by the Boko Haram-related crisis in the Far North of the country. Assistance to displaced populations extends throughout the Far North, including Mayo Sava, Mayo Tsanaga and Logone & Chari, implementing programs to increase access to water and improve hygiene practices in displaced and vulnerable host communities, economic recovery programs to enable poor families to meet their basic needs and improve food security and protection programmes, including addressing the specific needs of women and girls.

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Context
Founded in 1933 at the request of Albert Einstein, the International Rescue Committee (IRC) is one of the largest humanitarian organizations in the world. The IRC provides relief, rehabilitation and post-conflict reconstruction support to victims of oppression and violent conflict. Present in more than 40 countries, IRC’s mission is to help people whose lives and livelihoods are shattered by conflict and disaster to survive, recover and take charge of their future.

Historical
IRC started its activities in Cameroon in 2016 to respond to the growing concerns of people affected by the crisis linked to Boko Haram, in the Far North of the country. Assistance to displaced populations extends throughout the Far North, including Mayo Sava, Mayo Tsanaga and Logone & Chari, implementing programs to increase access to water and improve hygiene practices in vulnerable displaced and host communities, economic recovery programs enabling poor families to meet their basic needs and improving food security and protection programs, in particular by addressing the specific needs of women and girls.

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I.
Under the supervision of the Operations Coordinator, the Senior Procurement Manager /Procurement Manager is responsible for the effective coordination and management of procurement and supply This developing good procurement practices to improve program support.
An understanding of the humanitarian supply chain is required, including but not limited to needs assessment, market research, supplier consultation and selection process, supplier relationship management.
Successful completion of this role requires close collaboration with country management, GSC’s program and support function teams and Risk and Compliance and IRC’s legal department.

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I. Position Description:
Under the supervision of the Operations Coordinator, the Senior Procurement Manager / Procurement Manager is responsible for the effective coordination and management of procurement and supply and developing good procurement practices to improve program support.
The incumbent is required to have a thorough understanding of the humanitarian supply chain, including but not limited to needs assessment, market research, supplier consultation and selection process, management of the supplier relationship.
The success of this role requires close collaboration with the country management, the program teams and the support and technical functions and Risk and Compliance of GSC and the legal department of IRC

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II. Responsibilities:
Supply Planning
Ensure that each grant has an item forecast and procurement plan and that each plan is updated, discussed with the relevant budget holder, and reported monthly.
Work with requester to develop clear and comprehensive procurement specifications (Item Forecast) and that this procurement plan is included in the Master Procurement Plan (MPP).
Develop procurement plans for active grants, in collaboration with program coordinators/managers to support project implementation.

Ensure that the definition of requirements is clear, precise, standardized where possible, well documented where the requirement is specific/complex and supported by a rationale before embarking on a procurement process.
Conduct a market survey every 6 months and carrying out market analyzes at base level by collecting, organizing, and analyzing market data and financial reports and monitoring the procurement market to ensure that suppliers’ offers are genuine and reasonable.
Develop a procurement strategy by category according to the data collected from the MPP and based on an analysis of the procurement portfolio, including the requirements linked to support activities, seeking to aggregate requirements.
Ensure that the procurement sector is well staffed and that the roles and responsibilities is well defined, and each person has a clear job description.
Share the PPM regularly with the IRC-Cameroon management team for feedback.

Procurement process for goods and services:
Implement all IRC procurement standard operation procedures to ensure compliance with IRC and donor procurement policies.
Ensure that the issuance of purchase requisitions is linked to an item forecast, a procurement plan is developed prior to the launch of a project and is accompanied by a distribution plan. Coordinate with field supply chain staff to ensure there is sufficient space in warehouses before sending program supplies to field sites.
Ensure that a purchase file (whatever the amount) is complete and compliant before payment is made.
Lead the tendering process, including the request for quotation process, request for proposal process, evaluation of tenders and facilitate the work of the procurement committee.
Implementing procurement strategies by category as defined in MPP and based on the analysis of the procurement portfolio for recurrent needs related to support activities.
Planning invitations to tender and agreeing procurement committees in advance to ensure their end-to-end commitment.
Ensuring that general purchasing conditions are used to accompany purchase orders, and that delivery and payment terms are clear with suppliers.
Ensure that the procurement thresholds are respected in accordance with the procedure in place, including the Country Program authorization matrix the monthly Procurement report and the PPM for final submission to the operations Coordinator for analysis and development of new strategies.

Contract Management:
Review and use procurement contracts effectively, including framework agreements (MPAs, MSAs) to ensure favorable procurement terms.
Define key performance indicators and service level agreements for contracts.
Leading the performance evaluation process for suppliers with Master agreements with the IRC and/or following the Pareto principle (20% of the largest suppliers in terms of financial value representing 80% of the value of the purchasing portfolio), involving the requesting programs and finance .
Monitor the implementation of contracts to ensure that suppliers comply with the terms and conditions of the contract. Maintain a transparent and efficient centralized contract management system through due diligence of the IRC supply chain.

Budget and Finance:
Participate in the proposal design and budget development by identifying and capturing the operational budget requirement necessary for project implementation.
Work with field staff to identify supply needs and ensure that issues are raised with the operations Coordinator for inclusion in the new budget development.
Organize a follow-up meeting and action plan with program managers 3 months before the end of funding.
Participate regularly in meetings to monitor the status of supplier payments.
Ensure that contracts are shared and explained to applicants, SC, Finance and prog as required.

Integra Management
He/she is the focal point of the Integra database in procurement.
He/she tracks all purchase requisitions submitted online by programs and other departments, categorizes them, and provides guidance on the procurement process to be implemented.
He/she reviews the list of requirements for goods and services submitted by the programs and submits it to the Operations Coordinator for approval.
He/she analyzes the Integra system and produces a weekly report on the status of each order through the MPP (Master Procurement Plan) and shares it with the program/site managers and site procurement staff.
Analyzes historical purchases (Integra) and takes account of new requirements (New Project Procurement Plans) to identify purchasing categories (recurring/ large amounts – Pareto principle of 20% of purchasing categories representing 80% of the amount) involving market survey, and the definition of the appropriate purchasing strategy is to be done at least once a year.
Ensures that payments for all PO and Non-PO orders do not exceed the 30-day maximum.
Ensures that all tickets sent to the Integra team are followed through to resolution and reports any operational difficulties encountered to the Operations Coordinator. Coordinates weekly Integra meetings on all bases with the procurement team.

Relations with suppliers
In collaboration with Base Procurement Officers, maintain regular communication with suppliers regarding working conditions with IRC including our code of conduct, IRC Way.
Organizes meetings with suppliers twice a year to refresh them on procedures, policies and obtain feedback from them.
Ensures that all suppliers are treated equally and awarded contracts based on Quality Price.
Ensures that suppliers’ invoices are paid on time, working closely with the Accounts Payable team in Finance.
Ensures regular formal evaluation with suppliers, starting with those under contract, which can be extended, for example, by using the Pareto principle (20% of suppliers representing 80% of the purchase amount), which will include all suppliers under contract.

Compliance and Legal
Carry out due diligence on purchases, including ATC checks, supplier site visits, supplier background checks and any other fraud prevention methods.
Carry out self-assessments of compliance with policies, procedures, controls, and performance of the Procurement Country team.
Provide complete documentation for internal and external audit and implement corrective and/or preventive action plans (CAP).
Identify, document and report in a timely manner any deviations from the IRC procurement process following the mechanism in place for appropriate follow-up.

Data archiving and backup
Take the lead in organizing and safeguarding all procurement files, supplier files and procurement analyzes in the box for all sites.
Maintain complete purchasing data and records for all sites in Box and ensure that procurement reports are produced in a timely manner.

Staff management and development:
Proactively develop the skills of Procurement staff, and more broadly IRC Cameroon teams regarding the purchasing process, tools, roles, and responsibilities to design and implement quality programming.
He/She Practices excellent human resources management, supporting the development, promotion and retention of a motivated, qualified and experienced team.
He/She Ensures that all Procurement staff are aware of and comply with IRC supply chain policies and SOPs for procurement management.
He/She Implements and maintains segregation of duties in Procurement and other related functions.
He/She Implement a capacity building plan for procurement staff in site offices.
To ensure that each Procurement staff member has an up-to-date job description, an annual performance plan and to provide corrective feedback on targets set through regular performance appraisals.
Ensure that any disciplinary action taken against staff follows a progressive methodology that allows for clear and structured improvement.
He/She Provides face-to-face and remote orientation to newly recruited procurement staff.
He/She Conducts One to One with supervisees and ensures regular positive and constructive feedback on a weekly basis.
Conducting Management in Partnership (MIP) with the Base Managers/Field Co vis-à-vis the Procurement teams in the field.
He/She makes a support visit to the procurement sector every 3 months on each base per fiscal year.

Other duties:
He/She Prepares weekly (Integra) / monthly (Master Procurement Plan) reports and send them to the operations Coordinator for review and comments.
In collaboration with the Operations Co-Ordinator carry out an assessment of the procurement area and implement the improvement plans prepared in response to resolve any shortcomings identified.
Maintain up to date knowledge of local authority procurement requirements and ensure compliance with legal requirements.

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II. Responsibilities:
Supply Planning
Ensure that each grant has an item forecast and procurement plan and that each plan is updated, discussed with the relevant budget holder and reported monthly.
Work with requisitioners to develop clear and comprehensive purchase specifications (Item Forecast) and said purchase plan is inserted into the Master Procurement Plan (MPP).
Develop procurement plans for active grants, in collaboration with program coordinators/managers to support project implementation.
Ensure that the definition of needs is clear, precise, standardized when possible,
Scheduling market research on markets every 6 months and performing market analysis at the base level by collecting, organizing and analyzing market data and financial reports and monitoring the supply market to ensure that suppliers’ offers are genuine and reasonable.
Develop a procurement strategy by category according to the data collected from the MPP and based on an analysis of the purchasing portfolio including the needs related to support activities, seeking to aggregate the needs Ensure that the procurement sector is well equipped
with staff and that the roles and responsibilities of each have a clear job description.
Share the MPP on a regular basis with the IRC-Cameroon management team for feedback

Procurement process for goods and services:
Implement all IRC standard operating procedures for procurement to ensure compliance with IRC and donor procurement policies.
Ensure that the issuance of purchase requests is linked to an item forecast, a purchasing plan and occurs before the launch of a project, and that it is accompanied by a distribution plan. Coordinate with supply chain field staff to ensure there are sufficient spaces in warehouses before sending program supplies to field sites.
Ensure that a purchase file (regardless of amount) is complete and compliant before payment
Leads the tender process, including the request for quotation process, the request for proposal, the evaluation of bids and facilitate the functioning of the procurement committee.
Implement procurement strategies by category as defined in MPP and based on the analysis of the purchasing portfolio for recurring needs related to support activities Planning calls for tenders
and convening purchasing committees in advance to ensure their end-to-end commitment
Ensure that the general conditions of purchase are used to accompany the purchase orders, ensure that the delivery and payment conditions are clear with the suppliers.
Ensure that purchase thresholds are respected in accordance with the procedure in force, including the Country Program authorization matrix
Finalize the monthly Procurement report and the MPP for final submission to the Operations Coordinator for analysis and development of new strategies.

Contract Management:
Review and use supply contracts effectively, including framework agreements (MPA, MSA) to secure favorable supply terms.
Define key performance indicators and service level agreements for contracts.
Conduct the performance evaluation process of suppliers having framework agreements with the IRC and/or following the Pareto principle (20% of the most important suppliers in terms of financial amount representing 80% of the amount of the purchasing portfolio ) by involving the requesting programs and finance.
Monitor the implementation of contracts to ensure that suppliers comply with the terms and conditions of the contract.
Maintain a transparent and efficient centralized contract management system through IRC supply chain due diligence.

Budget and Finance:
Participate in proposal design and budget development by identifying and capturing the need for operational budget required for project implementation.
Work with field staff to identify supply needs and ensure issues are raised with the Operations Coordinator for inclusion in new budget development.
Organize a follow-up meeting accompanied by an action plan with the program managers 3 months before the end of the funding.
Regularly participate in supplier payment status follow-up meetings
Ensure contracts are shared and explained to requesters, SC, Finance and prog as needed

Integra Management
He/She is the focal point for the Integra procurement database
He/she tracks all procurement requests submitted online by programs and other departments, categorizes them and provides guidance on the procurement process purchase to be implemented
He/She reviews the list of purchase needs for goods and services submitted by the programs and submits it to the Operations Coordinator for validation.
He/She analyzes the Integra system and produces a weekly report on each order status through the MPP (Master Procurement Plan) and shares it with program/site managers and site procurement staff.
Analysis of historical purchases (Intégra) and take into account new needs (New project supply plans) to identify purchase categories (recurring/large amounts – Pareto principle of 20% of purchase categories representing 80% of the amount) involving market studies, and the definition of the appropriate purchasing strategy is done at least once a year.
Ensures that payments for all PO and Non-PO orders do not exceed the maximum 30 day deadlines.
Ensures that all tickets sent to the Integra team are followed up until their resolution and escalates any operational difficulties encountered to the Operations Coordinator Coordinates weekly Integra meetings on all bases with the procurement team.
Relations with suppliers
In collaboration with the Base Procurement Officers, maintains regular communication with suppliers regarding working conditions with IRC including our code of conduct, IRC Way
Organizes meetings with suppliers twice a year in order to refresh on procedures, policies and get feedback from them.
Ensures that all suppliers are treated on an equal footing and obtain contracts on the basis of Quality – Price
Ensures that the deadline for payment of supplier invoices is respected, working closely with the team Finance Accounts Payable
Ensures regular formal evaluation with suppliers starting with those under contracts which can be extended for example by using the Pareto principle (20% of suppliers representing 80% of the purchase amount) which will include all suppliers under Contract

Compliance and Legal
Perform due diligence on purchases, including ATC screening, supplier site visits, supplier background checks, and implement any other fraud prevention methods.
Perform self-assessments of compliance with Country procurement team policies, procedures, controls and performance
Provide complete documentation for internal and external audit and implement corrective and/or preventive action plans (CAP).
Identify, document and report in a timely manner any deviation from the IRC procurement process following the mechanism in place for appropriate follow-up.

Archiving and backup of data
Take the lead on the organization and backup of all purchase files, supplier files and purchase analyzes in the box for all sites
Maintain complete data and files for purchases of all sites on Box and ensure purchases are reported in a timely manner.

Staff management and development:
Proactively develop the skills of Procurement staff, and more broadly IRC Cameroon teams regarding the procurement process, tools, roles and responsibilities to design and implement quality programming.
Practice excellent human resources management, supporting the development, promotion and retention of a motivated team of qualified and experienced staff.
Ensure that all Procurement staff are aware of and in compliance with IRC Supply Chain policies and SOPs for procurement management.
Implement and maintain segregation of duties in procurement and other related functions.
Implement a capacity building program for procurement staff in site offices.
Ensure that each Procurement staff member has an up-to-date job description, an annual performance plan and provide corrective feedback of set objectives through regular performance reviews.
Ensure that any disciplinary action taken against staff follows a progressive methodology that allows for clear and structured improvement
Provide face-to-face and remote orientation to newly hired procurement staff.
Conduct One to One meetings with supervisees and ensure regular positive and constructive feedback on a weekly basis.
Carry out Management in Partnership (MIP) with the Base Managers/Field Co vis-à-vis the Procurement field teams.
Make a support visit to the procurement sector every 3 months on each basis per fiscal year.

Other tasks:
Prepare weekly (Integra) / monthly (Master Procurement Plan) reports on supplies and send them to the Operations Coordinator for review and comments.
In collaboration with the Operations Coordinator, perform an assessment of the supply sector and implement the improvement plans prepared in response to resolve the identified deficiencies.
Maintain up-to-date knowledge of local authority procurement requirements and ensure compliance with legal requirements.

Qualifications

Minimum qualification required:
Degree in Management/Logistics
5 years’ experience in procurement management and budget monitoring in an international organization. Advanced professional certification (BTS or higher) in supply chain management is highly desirable.
Experience of working with donor-funded grants, including BHA, SIDA, USAID, GIZ, SDC, ECHO, UNHCR, and the EU, and knowledge of specific donor guidelines.

Technical Skills & Abilities:
Experience in negotiation and contractualization
Analysis and strategic thinking skills.
Planning and project management skills.
Excellent computer skills (Excel, Word, Power Point).
Fluency in French and English is required, including business vocabulary; written fluency in both languages ​​is also desirable, but in at least one of them.
Ability to develop effective professional relationships at all levels and to work as part of a team.
Proven level of integrity and good reputation in the process of purchasing goods and services with vendors.
Problem-solving skills.
Results-oriented approach.
Work environment:
Supervisor: Operations Coordinator
Supervised: Procurement Officers
Indirect reports: Field coordinators
Other professional contacts:
– Internal: HR – Programs – Finance – All staff
– External: Public and private administrations.

Standards of Professional conduct:
The IRC and its employees are bound by the values ​​and principles set out in the IRC Way code of conduct, namely integrity, service, and responsibility. In line with these values, the IRC applies and implements policies relating to the protection of beneficiaries against exploitation and abuse, the protection of children, freedom from harassment in the workplace, fiscal integrity, the fight against retaliation, the fight against human trafficking and much more.
Diversity, inclusion, and gender equality
IRC recognizes and honors the fundamental value and dignity of all individuals. We are an equal opportunity employer and consider all applicants based on merit, without regard to race, sex, color, national origin, religion, sexual orientation, gender identity, age, marital status, veteran status or disability. IRC is also committed to reducing the gender gap in management positions. We offer benefits that create an environment conducive to women’s participation in our workforce, including parental leave, gender-sensitive safety protocols and other benefits.
We will ensure that people with disabilities are provided with reasonable accommodation to participate in the application or interview process, perform the essential functions of their job and enjoy other benefits and privileges of employment. Please contact us to request accommodation.

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Minimum qualification required:
Diploma in Management / Logistics
5 years’ experience in purchasing management and budget monitoring in an international organization.
Advanced professional certification (BTS or higher) in supply chain management is strongly desired
Experience working with donor-funded grants including BHA, SIDA, USAID, GIZ, SDC, and ECHO, UNHCR, and EU, and knowledge of specific donor guidelines.
Skills & Technical Abilities:
Experience in negotiation and contracting
Skills in analysis and strategic thinking.
Planning and project management skills;
Excellent knowledge of computer tools required (Excel, Word, power point)
Verbal proficiency in French and English is required, including business vocabulary; proficiency in both languages ​​in writing is also desirable, but at least in one of the two;
Ability to develop effective professional relationships at all levels and in teamwork;
Proven level of integrity and good reputation in the process of purchasing goods and services with vendors;
Problem solving ability;
Result oriented approach.

Work environment:
Supervisor: Operations Coordinator
Supervised: Procurement Officers
Indirect reports: Field coordinators
Other professional contacts:
– Internal: HR – Programs – Finance – All staff
– External: Public and private administrations.

Standards of Professional Conduct:
The IRC and its employees are bound by the values ​​and principles set out in the IRC Way code of conduct, namely integrity, service and responsibility. In accordance with these values, the IRC applies and implements policies relating to the protection of beneficiaries against exploitation and abuse, the protection of children, the absence of harassment in the workplace, the tax integrity, anti-retaliation, anti-human trafficking and more.
Diversity, inclusion and gender equality
IRC recognizes and honors the fundamental worth and dignity of all individuals. We are an equal opportunity employer and we review all applicants on merit, without regard to race, gender, color, national origin, religion , sexual orientation, gender identity, age, marital status, veteran status, or disability. The IRC is also committed to reducing the gender gap in leadership positions. We offer benefits that create an enabling environment for women to participate in our workforce, including parental leave, gender-sensitive safety protocols, and other benefits.
We will ensure that people with disabilities are provided with reasonable accommodations to participate in the application or interview process, perform essential job functions, and receive other employment benefits and privileges. Please contact us to request an accommodation.

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Female candidates are strongly encouraged to apply

Deadline for apply: August 18, 2023

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Female candidates are strongly encouraged.

Application deadline: August 18, 2023

All applications must be submitted ONLINE at:

https://rescue.csod.com/ux/ats/careersite/1/home/requisition/44917?c=rescue