The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Job overview:

Reporting to Procurement manager, the Procurement Assistant is responsible for the efficient procurement support of functions for IRC’s office Idleb, Syria.  The Procurement Assistant must be able to rapidly procure Program supplies, services, and equipment, whilst ensuring best practices and maintaining audit-compliant records.

Responsibilities:

Read, understand, and implement standards involved in procurement as defined in manual and SOPs. Follow-up with program and support the teams in submitting the Item requirements and PRs. Manage to procure all necessary items for programs, offices, and residences. Materials purchased are of appropriate quality and price and are timely delivered. Maintain the IRC Item Requirement Tracking Sheet and submit routine reports to the Procurement officer/Manager. Prepare procurement contracts and Purchase Orders. Coordinate with the finance team in clearing payments against procured supplies and obtained services.  Conduct regular market surveys to ensure that IRC is receiving the best value for money. Maintain a complete filing system for all procurement related documents according to IRC Procurement Manual and SOPs. Ensure that procurement is carried out in accordance with IRC and donors-specific polices. Attend all the procurement committee meetings and take minutes. Ensure integrated internal controls, timely payment of vendors and full, auditable support documentation. Ensure that a transparent and responsive procurement process is implemented and maintained. Routine communication, coordination and planning with the relevant requesting staff / programs and logistic team regarding the order and delivery of supplies. Ensure that all Supplies, services, and equipment’s required are delivered in time as indicated on the POs. Maintain supplier information for regularly purchased items and be informed of current local market conditions. Engage in delivering requests for quotations and quotations from authorized suppliers. Update in a daily basis procurement report, (IR Tracker and Non-PO PRs, Contract follow up, market price lists) Generate and/or maintain comprehensive price list for goods, services and equipment’s purchased by IRC Responsible for proceeding with bids received for RFQ process and competing the bid analysis and related purchase order/ services accordingly. Assist the procurement officers in facilitation of tender process. Responsible for the implementation of standard filing system in Idleb Office for the SC activities, managing filing system and updating on a regular basis. Keep a clear follow up and clear flow of documentation related to SC activities. Any other duties or tasks delegated by the Procurement Manager or SCC.

 

Integra:

 

Review the item forecast/mass PRs that comes from program to ensure correct description and price are reflected in file as directed by the Procurement Manager.Assist Admin staff with raising purchase requests (PRs) by providing price estimations of goods requested, through Integra.Prepare procurement contracts, service agreements and purchase orders through integra and reflect correct information.Coordinate with the Finance Department to make sure that the PO documentation is complete and ready for Supplier payments.

Job Requirements:

Education: Preferably a university Degree in Business administration, Commercial, Economics, Supplies Management/Administration related fields, or equivalent experience in relevant field.

 Work Experience:

 (0-1) years of work experience in procurement, preferably with INGOs.Desired knowledge of generic procurement procedures and practices (IRC or NGO experience advantageous) in procurement and /or logistics/supply chain.Solid knowledge and understanding of the Syrian context, including geographical, political and security aspects.

Demonstrated Skills and Competencies:

Organized, results and detailed oriented, proactive. Team player and good communication skills. Good mathematical skills. Strong computer competency with word processing, spreadsheets, databases, and other IT skills. Possess leadership qualities and willing to exercise initiative. Willingness to travel regularly. Familiarity with major donors and local regulation /laws advantageous. Strong sense of personal integrity. Attention to details. Ability to multi-task. Ability to work independently. Trustworthiness, reliability, openness, and ability to respond rapidly to queries. Problem solving abilities.

Language/Travel:

Arabic is required, while English is desired. Travel: Minimum 40% to field sites in Homs, Damascus, Raqqa, Deir ez-Zor, and Hassakeh

Key Working Relationships:

·       Position Reports to:  Procurement Manager

·       Position directly supervises:  N/A

 ·       Indirect Reporting to: N/A

 ·       Key Internal Contacts: All programs and sectors

 ·       Key External Contacts: Vendor and partners.

Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.