The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation, and development support to vulnerable people and communities over 30 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

Job Overview

The Procurement Officer is responsible for the efficient coordination and management of procurement functions for IRC’s office. Supply Chain must be able to rapidly procure Program supplies, services and equipment, whilst ensuring best practices and maintaining audit-compliant records. The Procurement Officer 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.

Major Responsibilities:

1. Procurement Planning

The Procurement Officer is responsible for working closely with Procurement Manager, internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation.

Supply chain planning includes;-

• Preparing and implementing procurement plans
• Implementing all IRC procurement SOPs
• Collecting, organizing and analyzing data
• Monitor supply market and conduct market surveys & analysis.

1. Procurement

Responsible for implementing procurement plan & strategies and ensures all program procurement needs are met on time in accordance with GSC and donors’ standards. This includes:-

Support in development of procurement specifications

• Processing approved Purchase request through the procurement software (online BVA) and ensuring data accuracy.
• Request for quotations / proposals.
• Participate in tender meetings & evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that is transparent and documented.
• Demonstrate value for money in procurement.
• Review procurement documents for accuracy before taking payment for approval.

2. Contract Management

• Responsible for managing contracts and supplier performance to ensure that terms & conditions, standard operating procedures are adhered to as provided by GSC. This includes:-
• Preparing and executing contracts for recommended bidders
  Timely renewal of running contracts.
• Execute contracts against set performance indicators

3. Supplier Management

Responsible for managing supplier relationships and performance to ensure that there is precise record keeping as provided by GSC. This includes:-

• Maintain suppliers file and documentation.
• Documents supplier performance
• Maintain supplier performance score cards.

4. Compliance and Ethics

Assist in implementing donor rules & regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through:-

• Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
• identifying and reporting procurement red flags,
• Implementing internal and external audit corrective action plans (CAPs)

5. Reporting

The Procurement Officer is responsible for preparing and submitting accurate: –

• Monthly PRTS report to Supply chain manager by 1st of every month.
  Support with developing and updating the procurement plans (assigned) as required.
  Submit monthly list of commitments to Supply chain Manager.
  Submit periodic BVA procurement tracking report for specific Categories/Grants you’re assigned to.

Job Requirements

Qualifications: Applies an intermediate level of knowledge of procedures and systems to perform the requirements of the job; skills and knowledge typically acquired through a combination of job-related education in purchasing, marketing, Business Administration and related fields of study.

Educational Requirements:

• 2 years of relevant experience with the first degree or diploma with 5 years of experience
• 1 years of relevant experience plus post graduate degree.
• NGO experience is a plus.
• Technical and report writing skills
• Computer literate
• Knowledge of generic procurement procedures and practices (IRC or NGO experience).
• Good collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across cultures, organizational units and suppliers.
• Knowledge and experience in procurement plans , strategies, market analysis techniques, procurement and contracting
• Good analytical and negotiation skills
• Excellent skills in conducting market analysis and sourcing strategies.
• Able to work effectively in a highly matrixed structure.
• Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications.
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time
• Strong analytic problem-solving skills
• Ability to work both independently and in a dynamic, cross-functional global team structure.
• Highly proficient in Microsoft Office suite
• Demonstrated ability to work effectively with stakeholders at all levels
• Ability to manage and work through change in a proactive and positive manner.