BACKGROUND:

In 2007, the IRC began providing humanitarian assistance to vulnerable and crisis-affected people in Jordan in response to an influx of Iraqi refugees and the strain on host communities. Following the eruption of the Syrian war in 2011, hundreds of thousands of refugees crossed into Jordan. The ongoing insecurity in Syria and the growing needs of refugees have strained Jordan’s resources and infrastructure and exacerbated pre-existing issues like water scarcity and high unemployment.

As resources become more limited, refugees and host communities have fewer economic opportunities and become more vulnerable. The IRC’s strategy for Jordan shows our commitment to improving the safety, health, education, and economic well-being of people affected by conflict, in camp-based (Za’atari camp) refugees and urban-based refugees as well as vulnerable Jordanian host community, in coordination with the humanitarian community and the Government of Jordan. Simultaneously, IRC in Jordan is pivoting to a more long-term resilience/development programming responding to the context in Jordan and the worsening vulnerabilities faced by refugees and vulnerable Jordanians. 

JOB OVERVIEW  

The Procurement Officer is responsible for the efficient coordination and management of procurement functions for IRC’s office in Amman. 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 value for money, and in compliance with IRC and donor procurement policy and procedures.

 KEY RESPONSIBILITIES

 1.       Procurement Planning

The Procurement Officer is responsible for working closely with Sr. SCC, internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation. Supply chain planning includes:-

-          Support the Sr. SCC in preparing and implementing procurement plans.

-          Collecting, organizing and analyzing data.

-          Monitor supply market and conduct market surveys & analysis.

 2.       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:-

 -          Assign procurements at direct/RFQ and orders under current MPAs/MSAs levels to the Country Office procurement team based on title, responsibilities, and workload.

-          Support in development of procurement specifications and scope of work.

-          Processing approved Purchase request through the procurement software (online BVA or Integra) and ensuring data accuracy.

-          Processing request for quotations/proposals.

-          Coordinate and participate in tender meetings & evaluations.

-          Prepare bids analysis and other bidding documents for approval.

-          Conduct negotiations with suppliers that are transparent and detailed.

-          Demonstrate value for money in procurement.

-          Implement IRC procurement SOP’s in all procurements.

-          Review procurement documents for accuracy before taking payment for approval.

-          Monitor the assigned procurements to ensure timely and efficient execution.

-          Update and file procurement data, documents, and supplier files they process and provide mentorship/support for subordinates on the processes.

-          Ensure effective communication between procurement team, requestors, suppliers, and Supply Chain staff.

-          Follow-up with finance department on suppliers’ payments finalization.

 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 ATC checks, 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)

-          Procurements are conducted in compliance with donor regulations.

 5.       Reporting   

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

-          Monthly manual PRTS report to the Sr. SCC (In case of not using the Integra System)

-          Other supply chain trackers   

 Key Working Relationships:

Position directly supervises:  NA

Position Reports to: Senior Supply Chain Coordinator.

Other Internal and/or external contacts:

Internal:   Regular relationships with program staff, Operations and country Supply Chain staff at all levels

External:  Vendors and Services providers