Requisition ID: req45736

Job Title: Procurement Assistant

Sector: Operations

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Al-Raqqa, Syria

Job Description

Background/IRC Summary:  

The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Today, 13.4 million people in Syria - more than half of the country's population - are in need of humanitarian assistance with needs increasingly being exacerbated by economic decline. Of these, 6.8 million are refugees and asylum-seekers who have fled the country. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.

IRC is offering a robust humanitarian response to the Syria crisis a rapidly expanding portfolio, supported by more than 1000+ staff in Syria Country Program. IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, early childhood development, education, women’s protection and empowerment, non-food items and food distribution, cash assistance, water and sanitation, protection and rule of law, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.

Job Overview/Summary:

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

Qualifications

• 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 Raqqa  

Key Working Relationships:

Position Reports to:  Procurement Officer

Position directly supervises: N/A

Indirect Reporting (If applicable): N/A

Key Internal Contacts: All programs and sectors.

Key External Contacts:  Vendors and partners.

Applicants will be received till 23 July 2023

Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.

Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.

Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Diversity and Inclusion: at IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.

IRC is committed to creating a diverse, inclusive, respectful and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.