Procurement Officer-Damacus

Background/Context:

The IRC has operated in Syria since 2012, providing protection, health, economic recovery, and early childhood development programs in Idleb, Aleppo, Ar-Raqqa, Hassakeh, and Deir ez-Zor, with new programs expanding into Hama, rural Damascus, and Homs. With a team of over 350 members, the IRC has established trust and strong community relationships, ensuring access and effective service delivery.

Our longstanding experience in the country to date provides a strong foundation for the IRC to further adapt and expand its programming across Syria, in order to respond to the new realities, with a greater focus on resilience and recovery initiatives. Alongside this, the IRC also plays a significant role in Syria’s NGO, donor, and coordination forums, holding key positions and actively engaging in advocacy efforts.

Job overview:

Reporting to the Procurement Manager, the Procurement Officer is responsible for the efficient procurement support of functions for IRC’s office in Damascus and Homs, 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:

• Ensure that procurement is carried out in accordance with IRC and donors-specific police.
• Ensure documentary records are updated and archived in sequential order to avoid audit observations.
• Assist program staff in preparing the PIF (Procurement Initiation Form) and PRs, by reviewing the item description as per the product list, prices, delivery lead-time, and guidance on the necessary approvals required
• Ensure integrated internal controls and auditable support documentation.
• Generate all required procurement documentation and impeccably maintain records and files.
• Ensure that all materials purchased are of appropriate quality and price and are delivered as per the Pos delivery dates.
• 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 from IRC standards. For threshold required bid analysis, like RFQ and RFP processes.
• Update relevant staff about the status of his/her request and delivery and maintain regular contact with the supervisor on matters of procurement.
• Conduct regular market surveys in coordination with PM regular market surveys and maintain 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 the Procurement Manager.
• 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.
• Engage in delivering requests for quotations and quotations from authorized suppliers.
• Any other duties or tasks delegated by the Procurement Manager or Coordinator.
• Ensure that RFP/RFQs are complete in all respects and that targeted vendors understand the objectives of IRC.

Vendor Management

• Conduct supplier pre-qualification, due diligence, and supplier performance evaluations.
• Monitor supplier performance against quality, delivery, and service standards and recommend corrective actions when necessary.
• Support the identification and development of new suppliers to promote competition and value for money.
• Ensure supplier registration documents, certifications, and compliance requirements are current and valid.

Integra:

• Review the Procurement Initiation Form that comes from the program team to ensure the correct description and price are reflected in files as indicated in our product list and reasonable delivery lead times based on the project end date and program needs.
• Ensure all Procurement Initiation Forms (PIFs) are accurately processed in the system and that corresponding Purchase Requests (PRs) are generated and managed in a timely manner.
• Assist Admin staff with raising purchase requests (PRs) by providing price estimations of goods requested, through Integra.
• Preparation of procurement contracts, service agreements, and purchase orders through Integra and reflecting correct information.
• Coordinate with the Finance Department to make sure that the PO documentation is complete and ready for Supplier payments.
• Ensure Purchase Orders (POs) are created, processed, and completed within the required timelines, and that Product Receipts are generated in coordination with the logistics team within the same month as the delivery.
• Regularly review and follow up on aging draft POs that remain pending approval in the system, taking the necessary action to either finalize or cancel them.
• Monitor and follow up on pending and aging PIFs/PRs to ensure prompt processing and completion.
• Ensure all processed POs achieve an approved status in the system and that deliveries are closely monitored and completed in line with the requested receipt dates provided by the program/requesting department.
• Track the status of Purchase Orders and ensure all procurement activities are completed prior to project closure.

Job Requirements:

• Education: Preferably a university Degree in Business administration, Commercial, Economics, Supply Management, or in Administration-related fields, or equivalent experience in a relevant field.

Work Experience:

• 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
• The 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.

Demonstrated Skills and Competencies:

• Organized, results-oriented and detailed, oriented, and proactive.
• Team player and good communication skills.
• Good mathematical skills.
• Possess leadership qualities and willingness to exercise initiative.
• Willingness to travel regularly.
• Familiarity with major donors and local regulations/laws is advantageous.
• 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.

Language/Travel:

• English and Arabic are required.
• Travel: 30% to field sites in Homs, Idleb, Raqqa, Der Azor and Hassaka

Key Working Relationships:

Position Reports to: Procurement Manager
Position directly supervises: Procurement Assistant

Indirect Reporting: NA
Key Internal Contacts: Programs and other sectors

Key External Contacts: Vendors and partner

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 where this position is based and are currently residing outside of your home country, you may be eligible for an attractive relocation package. Eligibility is determined based on IRC's operational needs and specific role requirements. 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.

How to apply

https://forms.cloud.microsoft/r/GeeU151tkE