Job Overview/Summary:

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

Responsibilities:

• Ensuring that procurement is carried out in accordance with IRC and donor-specific polices.
• Ensure documentary records are updated and archived in sequential order to avoid audit observations.
• Assist program staff with raising purchase requests (PRs) with providing price estimations of goods requested
• Ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.
• Generate all required procurement documentation and maintain records and files in an impeccable manner.
• Ensure that all materials purchased are of appropriate quality and price and are timely delivered.
• Preparation of procurement contracts, service agreements and purchase orders.
• Prepare Bid Analysis and score sheets before submitting to PM/SCM/SCC for validation ensuring that rating is not deviating to IRC standards.
• Update relevant staff about the status of his/her request and delivery and maintain regular contact with supervisor on matters of procurement.
• Coordinate with Finance Department to make sure the payments delivered to the suppliers in a timely manner.
• Conducting in coordination with PM regular market surveys and maintaining an up-to-date supplier database with key supplier information.  
• Hold meetings with suppliers/service providers to negotiate prices in the best interest of program activities with assistance from Procurement Manager.
• 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.
• Any other duties or tasked delegated by Procurement Manager, or Coordinator.
• Ensure that RFP/RFQs are complete in all respects and that targeted vendors understand the objectives of IRC.

• Preferably a university Degree in Business administration, Commercial, Economics, Supplies Management or in Administration related fields.
• Minimum 2-4 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.
• Must have shown project management skills and experience, excellent interpersonal skills, the ability to find solutions and achieve results, the ability to analyze and resolve sophisticated issues, and the ability to empower team members
• Knowledge of Excel, PowerPoint, Word as well as experience implementing and using procurement systems
• Complexity of products and projects requires high quality project and program management skills and a shown ability to handle change both internally and externally
• 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.
• 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.