Officer, Procurementnew

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.”  The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

Global Humanitarian Services and Supply Chain Management (GHS& SCM) Department is a core function supporting the IFRC humanitarian action. The Department has a global network including:

• a headquarters-based Supply Chain Management Department in Geneva
• a Logistics Hub and Global Fleet office in Dubai
• Five regional operational supply chain units located in Panama, Kuala Lumpur, Nairobi, Beirut and Budapest
• logistics hubs
• country-based logistics set-up

Global Humanitarian Services and Supply Chain Management is a function dedicated to:

• Provide the goods and services needed by IFRC to deliver to the most vulnerable;
• Provide services to deliver visible value to the members, improving the efficiency and effectiveness of the supply chain and strengthening its control;
• Developing talents & future leaders.

Job Purpose

Reporting to and under the technical guidance of the Regional Operational Procurement Manager, the Procurement Officer shall provide support for the procurements for goods and services during different emergency operations and programs;The incumbent will ensure effective execution of operational and tactical procurement within the region, support tendering done by NSs as required, technically review procurement files, act as observer in IFRC funded NS purchases, ensuring best value for money objectives are achieved, and ensuring technical compliance in the procurement of goods and services procured regionally.

Job Duties and Responsibilities

Key areas of influence and key internal relationships include:

• Carry out operational and tactical procurement as per needs for goods and services procurement, in strong coordination with regional operational procurement team, and strategic sourcing team.
• Be accountable to ensure the availability of all goods and services (right quality, right price, right time) in close coordination with the global sourcing team and the global operational procurement team.
• Ensure compliance with the global IFRC supply chain standards.
• Oversee the preparation and issuance of purchase orders for supplies, equipment, and services.
• Preparation and submission of Management reports and analysis including tracking and performance tools.
• Ensuring that global and local policies and procedures are conveyed to end users in the procurement of goods and services.

Key Accountabilities

• To perform general procurement of goods and services as per IFRC operations and standards.
• To provide reports as defined by Procurement and to provide inputs to procurement reports as necessary in required format and frequency.
• To monitor and report supplier performance against contracts / framework agreements.
• To map and identify potential suppliers and perform the supplier due diligence and key commodities on the market.
• To support training and orientation processes on general IFRC procurement for NS and IFRC staff when required.
• To collect data and provide analysis on market price, access, quantity and quality data, as well as changes in price, availability or quality of key commodities.
• To Lead on the delivery of procurement service improvement, best practice, continuous learning and knowledge sharing between departments and keep the unit at the forefront of innovative procurement service practices.
• To fully support and facilitate the implementation of Local and Regional Framework Agreements (LFA/RFA) for goods and services, identify and remove potential barriers in implementing LFA/RFA.
• To support external sourcing requests, including but not limited to, providing inputs for cost estimates, and liaising with finance department on Invoice management.
• When requested, perform technical reviews for procurements done by NSs as per needs and procedures.
• Act as the IFRC observer in NS tenders based on the separate ToRs, ensure participation, and ensure execution of tasks accordingly.
• To keep all documentation to full audit trail following standard IFRC procedures both in hard and soft copies
• To be available for field deployments in support to operations within the Europe and Americas Region.
• To be reference technical focal point for ERP users. Provide technical ERP Procurement business support to the staff as necessary.
• To perform other duties assigned by the line manager.

Education

Required:

• University degree in Business, Logistics, Economics, Engineering, Finance, IT or other relevant area or proven professional experience in the area of expertise

Preferred:

• Professional Procurement and/or Logistics Qualification is highly preferred

Experience

Required:

• 3 years of relevant experience in managing complex supply chain operations including high volume in procurement.
• Experience in supporting supply chain operations, including tactical and operational procurement

Preferred:

• Red Cross/Red Crescent knowledge and experience
• Proven International business experience
• Proven experience in service provision, commercial sector and effective customer relations

Knowledge, Skills and Languages

Required:

• In-depth grasp of international procurement practices including legal aspects
• Problem solving skills
• Commercial acumen and Proven negotiating skills
• Ability to work to tight deadlines and handle multiple tasks
• Good communications skills (written and verbal) and ability to provide authoritative advice
• Technical credibility to challenge/influence internal stakeholders
• Ability to work in matrix environment
• Ability to work in a cross-cultural and cross-functional environment, strong interpersonal skills
• Drive for change and improvement and ability to deliver efficient supply chain in a challenging environment
• A broad understanding of humanitarian issues, disaster recovery and related organization

Languages:

Required:

• Fluently spoken and written English and Spanish

Competencies, Values and Comments

Values: Respect for diversity; Integrity; Professionalism; Accountability

Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust