Procurement and Logistics Officer at International Rescue Committee (IRC)

Requisition ID: req33358
Location: Yola, Adamawa
Sector: Supply Chain
Employment Category: Regular
Employment Type: Full-Time

Contextual Background

• The IRC has been present in Nigeria since 2012 when the organization responded to flooding in Kogi state. In February 2014 the IRC moved into Adamawa State in NE Nigeria to provide humanitarian interventions through a multi-sectoral, integrated approach for conflict affected populations.
• IRC Nigeria now operates a country office in Abuja and field offices in Mubi and Yola of Adamawa State, Maiduguri and Monguno of Borno state and Damatru of Yobe State. Currently, IRC Nigeria implements programs primary health care, nutrition, environmental health, women’s protection and empowerment, protection, child protection, education, food security & livelihoods

Job Overview / Summary

• The Procurement and Logistics Officer is responsible for working closely with Procurement and Logistics team, internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation.  
• Responsible for the efficient and effective management of the IRC USAID/OTL fleet, warehouse, and assets in Yobe

Major Responsibilities
Procurement Planning:

The Procurement Officer is responsible for working closely with Procurement Manager, internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation. Supply chain planning includes:

• Preparing and implementing procurement plans
• Implementing all IRC procurement SOPs
• Collecting, organizing and analyzing data
• Monitor supply market and conduct market surveys & analysis.

Procurement:

• Responsible for implementing procurement plan & strategies and ensures all program procurement needs are met on time in accordance with GSC and donors’ standards. This includes:-
• Support in development of procurement specifications
• Processing approved Purchase request through the procurement software (online BVA) and ensuring data accuracy.
• Request for quotations / proposals.
• 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.
• Review procurement documents for accuracy before taking payment for approval.

Contract Management:

• Responsible for managing contracts and supplier performance to ensure that terms & conditions, standard operating procedures are adhered to as provided by GSC. This includes:-
• Preparing and executing contracts for recommended bidders
• Timely renewal of running contracts.
• Execute contracts against set performance indicators.

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.

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 reference checks, supplier visits etc.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures in identifying and reporting procurement red flags,
• Implementing internal and external audit corrective action plans (CAPs)

Warehouse Management:

• Be accountable for periodic cycle count as per the standard operating procedure to ensure that stock management system is adhered to by the staff/storekeepers.
• Lead in conducting fiscal year end stock inventories and ensure that effective stock inventory report    is produced.
• Assist programs to establish and implement a reliable stock distribution plan to avoid closed grant or expired items in the warehouses.
• Provide on-going training and support to base warehouse staff/Storekeepers in their relevant functions and reporting.
• Oversee warehouse operations ensuring proper stock-keeping records, storage conditions, security, and facility maintenance.
• Provide support to warehouse staff as required in managing and documenting the receipt, handling, storage, dispatching and reporting of goods through the IRC warehouse(s).
• Finalize monthly report for the expendables store outlining all stock movements and remaining balances.
• Maintain records/authorizations for warehouse staff designated to receive and dispatch goods.
• Ensure warehouse and stocks are secure, well managed and documented.

Asset Management:

• Ensure proper tracking, maintenance, and recording of all IRC assets, which will lead to an accurate asset database at all times.
• Ensure that each staff member is accountable for every asset assigned to them through the use of the Equipment Issue / Receipt forms.
• Implement maintenance systems and procedures for assets, including follow-up.
• Ensure quarterly physical check of assets and submission of asset reports to assets officer and logistics manager for review.
• Liaise with assets officer & logistics manager to recommend disposal of assets is reviewed and implemented on an annually as per IRC and donor requirements regulations.

Fleet and Transport Management:

• Oversee the management of the transport fleet & generators.
• Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program teams and Base Manager.
• Ensure that systems are in place to account for transported goods.
• Prepare monthly reports on Fuel Usage, Mileage, and spares expenditures by vehicle& generators for review, general reporting, and analysis for continuous improvement.
• Ensure management, tracking, maintenance, and reporting of all IRC vehicles & generators according to IRC policy.
• Any other duties or tasks delegated by his/her supervisor.

Reporting:
The Procurement Officer is responsible for preparing and submitting accurate:

• Monthly PRTS report to the Procurement Manager by 1st of every month.   
• Support with developing and updating the procurement plans (assigned) as required.
• Submit monthly list of commitments to Procurement Manager/Supply Chain Coordinator and Finance
• Submit periodic BVA procurement tracking report for specific Grants you’re assigned to.
• Responsible for compiling regular reports on inventory stock levels, assets and fuel consumption on weekly & monthly basis.

Key Working Relationships

• Position Reports to: Procurement & Logistic Manager
• Indirect/Technical Reporting: Senior Supply Chain Coordinator
• Position directly Supervises: Procurement and Logistic Officer

Key Internal Contacts:

• Country Program:  NA
• Region/Global: NA

Key External Contacts:

• INGO supply Chain Cluster Partners

Qualifications
Education:

• Bachelor’s Degree or Equivalent in Supply Chain Management.

Work Experience:

• 2 years of increasingly responsible professional experience in the substantive area of supply chain, of which at least two years in conflict affected areas.
• Working experience in North- East of Nigeria will be an added value.

Demonstrated Technical Skills:

• Experience working with grants funded by donors including USAID, OFDA, DFID, ECHO, and EU, and knowledge of specific donor guidelines.
• Ability to roll out GSC policies and SOPs
• Demonstrated training and coaching ability
• Knowledge and understanding on quality of care, specifically client rights issues and BCC.
• Demonstrated expertise in the substantive area of work and strong program experience.
• Demonstrated ability to network within the development partners community.
• Familiarity with management and monitoring tools is desirable.
• Familiarity and knowledge of emergency programming with humanitarian and resilience angle – Experience in the humanitarian setting is an asset.
• Ability to take initiative and independently respond to situations.
• Strong commitment to IRC’s mission, purpose, and values.
• Excellent organizational skills with the ability to prioritize workload
• Well organized and analytical
• Able to work well in a team and to undertake assigned tasks independently.

Demonstrated Managerial / Leadership Competencies:

• Ability to communicate effectively with managers, colleagues, partners, and clients.

Languages: 

• Strong verbal and written communications skills in English and Hausa

Computer / Other Tech Requirements:

• Strong computer and communication equipment skills, including Microsoft Office applications, VHF, satellite phones.

Ability to Travel:

• % of time if applicable.

Working Environment

• The position is located in Yola, Adamawa State. The situation in northeast Nigeria continues to be volatile and the security phase is RED. The situation in Adamawa is in RED at the moment but remains tense and unpredictable; concerns include criminality.
• There is active conflict in many parts of the country and a possibility for further expansion of the conflict and violence into other areas and other states. IRC will provide suitable workspace space in the Maiduguri office.