Reporting to Procurement Officer, the Procurement Assistant is responsible for the efficient procurement support of functions for IRC’s office in Der Ezzour, 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 Der Azor 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