Recruitment Notice: Procurement Officer, Supply Chain

Requisition nº: req44917

Job title: Procurement Officer

Sector of activity: Supply chain

Type of contract: Regular

Employment rate: Full time

Open to expatriates: No

 

 

 

Place of work: Kousseri, Cameroon

working conditions:

Job description

1. 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.

 

 

 

2. History

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.

3. JOB OVERVIEW

 

 

The Procurment Officer will work under the administrative supervision of the Supply Chain Manager and under the technical supervision of the Senior Procurment Manager and should be a key member of the team able to assist in the continued development of the team. He/she will be responsible for the integrity of the procurement system. The supply chain must be able to respond quickly to programs and operating needs, while ensuring best practices, adherence to standards and procedures while producing quality documentation 4.

Area of ​​intervention

The position is based in Kousseri with trips to the program intervention areas.

5. Liability

The Procurement Officer is responsible for effectively supporting the various programs in the implementation of humanitarian assistance projects and the supervision of activities under his/her responsibility through the purchase of quality goods and services at reasonable costs.

Supply chain activities:

He/she will;

· Become familiar with the IRC Supply Chain Handbook and comply with the rules and procedures set out in the IRC Handbook.
· Ensure that all purchases comply with IRC and donor procedures and rules.
· Produce and submit various required reports on time with care and quality.

Purchases of goods and services:

Respect and ensure compliance with the purchasing policies and procedures put in place by IRC;

Check that all purchase requests received by logistics for execution are detailed, precise and accompanied by the terms of reference signed by the technical managers of the programs,

Make all purchases within the deadlines set by the requester and, if not, inform the applicant upon receipt of the possible deadline for execution of the request,

Ensure that the purchases made comply with the purchase requests in terms of quantity, quantity, technical characteristics and specifications of the equipment or service while respecting the planned budget,

Make sure that any request for quotation has taken into account the selection criteria previously agreed by the tenders committee,

Participate as a specialist in the opening sessions of the suppliers’ tenders with the selection committee,

Participate in the analyzes of the tenders (bid analysis) offers and propose the best offers, taking into account mainly the quality/price ratio, availability and delivery times, as well as other previously established criteria, Reassure themselves after the analyzes of the offers

that the necessary reviews are made (for the Sr Procurement manager and or the operations coordinator) according to the thresholds before the signature by the authorized personnel,

Prepare the necessary documentation (purchase orders/contracts, etc.) before they are signed by authorized personnel according to the signature matrix (Field Coordinator, Operations Coordinator, Country Director), Ensure the proper electronic filing of purchasing files

in compliance with the IRC Logistics Manual,

Maintain good collaboration with suppliers;

Maintain the list of suppliers and ensure their classification according to their tax system

Establish and update the purchasing catalog every six months for each commonly purchased item,

Ensure compliance with the delivery time agreed with the supplier and transmit the delivery date to the stock for follow-up, in the event of a delay, immediately notify the applicant of the new deadline set, Ensure that all purchases made will be entered in

the store accompanied by all the documentation required by the IRC procedure,

Constitute and follow, in collaboration with the warehouses, a delivery schedule for the purchased equipment,

Follow the payments with finance and ensure that the purchase file is complete; share the payment tracker every Friday with the Supply Chain Manager,

Monitor and update the procurement plan of all active budgets every day and share the report with the programs concerned every end of the month

Support the Manager in the preparation of PCM meetings and participate in meetings

Perform any other task requested by his supervisor.

MPA/MSA Process and Punctual Call for Tenders.

The Procurement Officer ensures the secretariat of the MPA/MSA process with the following tasks:

· Be the lead of the market study process in accordance with the procedures;

· Identification of items in collaboration with the various departments;

· Establishment of price lists by category;

· Development of technical specifications.

· Preparation of the RFP document

· Creation of the customized RFP by detailing the statement of work, specifications,

· Define process schedule, deliverables, agreed evaluation criteria and expected supplier qualifications;

· Finalize RFP document by obtaining review and clearance from Procurement Committee, Operations Coordinator as well as TUDCN and Risk & Compliance Unit.

· Ensure that all bidders receive the same information at the same time. If a supplier requests a clarification, and the clarification is significant enough to affect the outcome of the RFP process, the response must be provided to all suppliers.

· Ensure that communications with bidders take place in writing and are kept in the procurement file

.

· Creation of the corresponding contractual instrument using the appropriate template.

· Make sure to include in the contract all specifications, requirements, statements of work, price lists provided by the supplier.

Ensure that the following supporting documents are attached before submission for content approval:

Properly completed Supplier Information Form

b) Company registration or tax identification documents

c) ATC Authorization

d ) Responses to RFQ

e) Signed Bid Analysis

f) Conflict of Interest Policy and IRC Vendor Code of Conduct

· Establish a file (Register of Commerce, Tax clearance, ATC, Supplier information form and the conflict of interest form) of each supplier · He/She

is the lead for all service contracts at IRC;

· He/She ensures that the clauses of the service contracts signed by IRC are respected

· He/She shares the update on the deadlines of the service contracts each month.

Specific tasks for Integra

· Download purchase requests submitted online by programs and support at least twice a day

· Review each request to ensure that there are financial dimensions and stock dimensions (warehouse/ Stock/non-stock) before making the purchase,

· Systematically check if the purchase requisition line in Integra is part of the purchase plan before starting the purchase process, if not communicate with the program for update of the purchase plan · Do

online on Integra, purchase orders for goods and services and attach all purchasing documents (choice of supplier, request for quotations, offers, analysis of offers, ToR, etc.) Analyze the status of purchases and share the

report at the end of each week

For all purchases of assets under the unrestricted budget whose cost is greater than or equal to $5,000, make sure that finance has assigned the group of assets on the PR

· In the event of a new supplier being identified, ensure that the latter is created online before any purchasing process.

Miscellaneous:

· Promote a team spirit within the supply chain and contribute to having an atmosphere of cooperation, complementarity, mutual support for all departments and sectors of IRC Cameroon.
· To carry out all duties responsibly and act professionally at all times.

6. Monitoring and reporting

Monthly activity report: Every end of the month

Purchasing plan report followed by analysis: Weekly to be shared every Friday

Market price study report: Every 6 months

Purchasing contract management tracker: Every month

7. General

Commits to respecting the IRC Way (IRC ethics).

Undertakes to ensure the optimal implementation of these Policies in its work environment.

Is available to carry out any other ad hoc task deemed useful by his direct superior or by the IRC.

8. Other Duties

Ensure that all activities will be implemented in accordance with IRC operational policies.

Other additional tasks assigned by the supervisor.

Profile

University degree in the field of competence (management, economic and/or social science supply management, etc.) or any other equivalent qualification or experience;

At least 3 years of experience in a purchasing and logistics management position, in accounting or similar management.

Strong procurement management skills including budget development, planning and tracking.

Have knowledge of computers and common software: Word, Excel, PowerPoint. …

Have excellent interpersonal skills, ability to work in an organized and independent manner.

Have a very high degree of probity and integrity.

Good organizational skills in communication and interprofessional relations

Good writing skills.

Pay close attention to detail, and be critical of compliance and accuracy.

Good knowledge of the Northern Region would be an asset.

Experience working with an international and humanitarian NGO will be an advantage

Work environment:

Supervisor: Supply Chain Manager

Technical Supervisor: Sr Procurement Manager

Indirect reports: Field coordinators

Other professional contacts:

– Internal: HR – Programs – Finance – All staff

– External: Suppliers, Consultants, Service Providers and Partner Organizations.

I agree to be flexible and to respond to the requirements and instructions of my supervisor for the needs of the service.

I acknowledge that I have read and understood the details of the job description above, the terms and conditions of my contract and the Personnel Policy for National Personnel and certify that I want and agree to comply with them.

The IRC and IRC workers must adhere to the values ​​and principles outlined in IRC Way – Standards for Professional 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, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

IRC and IRC employees must adhere to the values ​​and principles contained in the IRC WAY (Standards of Professional Conduct). These are Integrity, Service, and Responsibility. Consistent with these values, IRC operates and enforces policies on beneficiary protection from exploitation and abuse, child protection, workplace harassment, financial integrity, and retaliation.

NB: Deadline for admissibility of files: August 31, 2023

Female applications are strongly encouraged. Only the preselected candidates will be contacted.

 

Apply ONLY online by clicking on the link opposite:

https://rescue.csod.com/ux/ats/careersite/1/home/requisition/44930