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:

The primary objective of the position is to support the Supply Chain function in developing world-class procurement practices to improve program support.

It requires the occupant to have a deep understanding of humanitarian supply chains, including but not limited to need assessment, sourcing, buying and expediting procurements.

The success of this role requires close collaboration with field staff, country leadership, program teams, and GSC Quality Assurance.

Responsibilities:

1. Procurement Planning

• Perform Market Analyses by collecting, organizing, and analyzing market data and financial reports and monitoring Supply Market to ensure price quotations and Supplier offers are authentic and reasonable.
• Develop procurement plans for active grants, in collaboration with program Coordinators/Managers and internal and external partners to support program implementation.
• Ensure program teams develop distribution plan for supplies and assets of closed grants in the warehouses.
• Coordinate with supply chain field staff to ensure that there is sufficient spaces in warehouses before sending program supplies to the field sites.
• Ensure that the supply chain department is well staffed and roles and responsibilities of each have clear job descriptions.

1. Procurement

• Implement all IRC procurement Standard Operating Procedures to ensure compliance with IRC and donors’ procurement policies.
• Work with requesters to develop comprehensive purchase specifications.
• Maintain accurate procurement data and records and ensure on-time procurement reporting.
• Review procurement documents before payment
• Lead the bidding process, including Request for quotation process, Request for proposal process, Tender evaluation and facilitating procurement committee functioning.
• Develop and implement category sourcing strategy.
• Set negotiation objectives and conduct negotiations with potential suppliers to ensure value for money

1. Contracting Processes

• Prepare, review, and utilize Procurement contracts, including Master Agreements (MPA, MSA) to ensure favorable Procurement Terms and Conditions
• Set key performance indicators and service level agreements for contracts.
• Monitor contract implementation to ensure suppliers’ adherence to contract terms and conditions
• Prepare and submit timely and accurate procurement report(s) to inform the decision-making process.
• Implement and sustain segregation duties in procurement and other related functions.

1. Supplier Management

• Maintain mutually beneficial relationships with suppliers.
• Conduct Supplier performance reviews and feedback processes and maintain up-to-date and accurate supplier performance scorecards.
• Develop suppliers for sustainable value-adding procurement

1. 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:-

• Conduct procurement due diligence, including ATC check, supplier site visits, supplier background checks and implement any other fraud prevention methods
• Conduct self-assessments of conformance to supply chain policies, procedures, controls, and performance
• Provide complete documents for audit and implement Corrective and/ or preventive action Plans (CAPA)
• Identify, document and timely report any IRC procurement process deviations following the mechanism in place for appropriate follow up.
• Develop and support implementation of improvement plans.
• Provide constructive support to other functions to ensure effective, compliance to policies & procedures.

1. Reporting

The Senior Procurement manager is responsible for preparing and submitting accurate: –

• Monthly PRTS report to the Snr. Procurement Manager by 1st of every month.
• Support with developing and updating the procurement plans (assigned) as required.
• Submit a monthly list of commitments to Procurement Manager/Supply Chain Coordinator and Finance
• Submit periodic procurement reports.

1. Pharmaceutical Supply Chain:

• In collaboration with the health team, create forecasts and supply planning for pharmaceutical supply for all health projects by project start date.
• With the guidance and support from global pharma leadership initiate the supply strategy for the supply of pharmaceuticals (global, regional, national) including freight.

1. Pharmaceuticals and Medical Devices

• Manage end to end supply chain process for pharmaceutical, nutrition product, medical device and medical equipment requirements.
• Serve as subject matter specialist for drug procurement and medical devices and equipment and service providers related to pharmaceutical regulations and serve as a focal point for donors’ requirements.
• Pharmaceutical management processes, such as supplier prequalification, demand planning and quantification, quality assurance and control, cold chain storage, distribution, and pharmacovigilance for Global and Regional Suppliers
• Provide technical advice and guidance to Country Program Supply Chain staff on donor compliance, importation, and sourcing from Global suppliers.
• Negotiate supply agreements and renewals and cost-saving management
• Develop category strategy.
• Lead the RFQ and RFP process.
• Lead strategic supplier relationship management which will include periodic business reviews with key suppliers to identify process improvements and cost reduction opportunities.
• Analyze spend data, supplier competitiveness, and cost models for continuous improvement.
• Develop supplier score cards and other analytics to enable team to effectively manage supplier performance.
• Lead supplier selection and pre-qualification process for global and regional suppliers
• Support and participate in quality assurance and pharmacovigilance activities in conjunction with Pharmaceutical Quality Assurance and Health Unit as part of supplier relationship management.
• Conduct and coordinate regular and ad hoc inspections of IRC suppliers and their manufacturers, to safeguard the quality of supplies delivered to IRC beneficiaries for Global and Regional suppliers only.
• Ensure that Essential Drug Lists and lists of waived additional items are communicated to Global and Regional suppliers.
• Collaborate with Master Data Management to maintain accurate master data within the ERP.

1. Emergency Pre-Positioned Stock

• Strategic sourcing of suppliers for stocks required for Emergency response.
• Inventory management with all suppliers and monthly reporting to HQ finance
• Release authority for all pre-positioned stock
• Focal point for country programs regarding Emergency Stocks purchase.

1. Indirect Categories:

• Identify high-spend global categories for goods and services by collaborating with supply chain teams based in the regions
• Orchestrate sourcing of various categories.
• Demonstrate significant expertise in contract negotiations and cost management.
• Develop category strategies for the Indirect categories.
• Run RFQ, RFP process for these categories in global and regional contexts.
• Nurture supplier relationships
• Lead strategic supplier relationship management to continually identify process improvements and cost-reduction opportunities.
• Well-versed in analysis of spend data and cost models for continuous improvement.
• Develop supplier scorecards and other analytics to enable the team to effectively assess supplier performance.

Staff Performance Management, Learning & Development

• Hire, supervise, and build the capacity of team members in relevant technical and management competencies.
• Develop and implement remote management capacity building approaches to build the strengths the teams in Syria.
• Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Approve and manage time, attendance and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
• Hold high-quality meetings with each direct report on a regular and predictable basis, minimally monthly.
• Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
• As required, identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
• Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train, and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.

• University degree.
• Minimum 5 years of progressively responsible professional experience of supply chain operations (Procurement) of which 3 years in a managerial/supervisory role.
• Previous experience in an emergency or conflict-afflicted setting is required.

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 a must, while Kurdish is desired.
• Travel: 40% to field sites in NES and attending regional and global workshops and meetings.