Reporting to Procurement Officer, the Procurement Assistant is responsible for the efficient procurement support of functions for IRC’s office in Al-Hassaka, 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 to submit purchase requests.
• 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 Purchase Request Tracking Sheet and submit routine reports to the Procurement Manager.
• Prepare procurement contracts and Purchase Orders.
• Ensure that payments are submitted to finance department without any delays.
• Coordinate with finance team in clearing payments against procured supplies and obtained services.
• Establish and maintain an ethical and professional working relationships with suppliers and service providers in the best interest of program activities.
• Update suppliers/service data base on monthly basis.
• 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.
• Ensuring that procurement is carried out in accordance with IRC and donor-specific polices.
• Attend all the procurement committee meetings and take minutes.
• Ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.
• Ensuring that a transparent and responsive procurement process is implemented and maintained.
• Routine communication, coordination and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
• Ensuring that all Supplies, services, and equipment’s required are delivered in time.
• Establishment and maintenance of ethical, professional working relationships with suppliers.
• Maintain supplier information for regularly purchased items and be informed of current local market conditions.
• Engages in delivering request for quotations and quotations from authorized suppliers.
• Updates in a daily basis procurement report, (PRTS, Contract follow up, market price lists)
• Maintains an IRC Vendor database.
• Generate and / or maintain comprehensive price list for goods, services and equipment’s purchased by IRC
• Responsible for the implementation of standard filing system in Al-Hassaka 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 tasked delegated by procurement Manage, SC Manager, and Coordinator.

• Preferably a university Degree in Business administration, Commercial, Economics, Supplies Management or in Administration related fields.
• Minimum 2 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.
• 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 regulations / laws advantageous.
• Competent in spoken and written Arabic, Kurdish, and English.
• 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.

Demonstrated Skills and Competencies:

• A commitment to IRC’s mission, vision, values, and IRC Way – Professional Code of Conduct.
• Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development
• Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution.
• Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context.
• Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience.
• Highly collaborative and resourceful; ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity.
• Curiosity, a desire to continually learn and develop and a sense of humor is a must.
• Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies.

Language/Travel:

• English and Arabic are required, while Kurdish is desired.
• Travel: 10% to field sites in Derek and Raqqa