Procurement Officer

The Shared service Unit (SSU)

The Shared service Unit (SSU) is an operational center of excellence providing workplace solutions and operational support to the hosted units and country program based in Amman. The SSU was set up to inject energy and synergy with the objective of providing succinct support services to the IRC entities hosted in Amman. Currently, the MENA (Middle East and North Africa) regional office, Jordan Country Program, Syria – Amman Office and the Occupied Palestine Territory (OPT) emergency response are all hosted and supported by the Shared Services Unit (SSU), which is currently providing operational support to a total of over 200 staff members. The objective of the SSU is to eliminate duplication and leverage on economies of scale to provide efficient and effective services to its stakeholders.

Job Purpose/Objective

The Procurement Officer is responsible for the efficient coordination and management of procurement functions for the SSU’s functions in Amman. The procurement officer must be able to rapidly procure operational supplies, services and equipment, whilst ensuring best practices and maintaining audit-compliant records. The Procurement Officer ensure that all purchases of goods and services are done transparently, at the best value for money, and in compliance with IRC and donor procurement policy and procedures.

Key Responsibilities.

1.Procurement Planning

The Procurement Officer is responsible for working closely with the Administration, internal and external stakeholders to ensure effective Plan for upcoming procurements and prepare to support the SSU in procurement process. Supply chain planning includes:

• Support the Administration Manager in preparing and implementing operations procurement plans.
• Collecting, organizing and analyzing data.
• Monitor supply market and conduct market surveys & analysis.

2.Procurement

Responsible for implementing procurement plan & strategies and ensures all procurement needs are met on time in accordance with GSC and donors’ standards. This includes:

• Process all procurements based on the procurement thresholds and guided by the appropriate procurement method for efficient and effective delivery.
• Support in development of procurement specifications and scope of work.
• Processing approved Purchase request through the procurement software( Integra) and ensuring data accuracy.
• Processing request for quotations / proposals.
• Organize and participate in tender meetings & evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that is transparent and documented.
• Demonstrate value for money in procurement.
• Implement IRC procurement SOP’s in all procurements.
• Review procurement documents for accuracy before taking payment for approval.
• Monitor the assigned procurements to ensure timely and efficient execution.
• Update and file procurement data, documents, and supplier files he/she processes and provide guidance/support for subordinates on the processes.
• Ensure effective communication between operations team, requestors and suppliers
• Follow-up with finance department on suppliers’ payments finalization.

3.Supplier Management

Responsible for managing supplier relationships and performance to ensure that there is precise record keeping as provided by GSC. This includes:

• Maintain suppliers file and documentation.
• Documents supplier performance.
• Maintain supplier performance score cards.

4.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:

• Implementing due diligence for suppliers, this includes conducting ATC checks, reference checks, supplier visits etc.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
• Identifying and reporting procurement red flags.
• Implementing internal and external audit corrective action plans (CAPs)
• Procurements are conducted in compliance with donor regulations.

5.Reporting

The Procurement Officer is responsible for preparing and submitting accurate:

• Generate monthly power BI Report.
• Generate monthly management reports
• Other supply chain trackers

Key Working Relationships:

Position directly supervises:  NA

Other Internal and/or external contacts:

Internal:  Regular relationships with SSU hosted staff, Operations and hosted entities within the SSU all levels

External:  Vendors and Services providers

Minimum Qualifications:

Required Experience and Qualification:

• 3 years of Supply chain experience
• A bachelor’s degree in a procurement or any other relevant field
• Proficiency in Microsoft office software with a bias in Ms. Excel, PDF and other collaboration tools and preferably having a working knowledge in ERP.

Demonstrated Skills and Competencies:

• Excellent negotiator and good communicator
• Flexible and a can-do approach to tasks and the ability to adapt to a changing and challenging environment.
• Should be quick in understanding, keen in taking instructions, and able to work with minimum supervision.
• Should be willing, ready and able to perform other duties as delegated to him/her by the supervisor while maintaining a high level of confidentiality.
• Excellent interpersonal, organizational, and time management skills.
• Ability to work in and as a team.