Procurement Assistant at International Rescue Committee (IRC)

Employment Category: Fixed Term

Open to Expatriates: No

Location: Mubi, Nigeria

Job Description

The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.

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 Assistant is a key position within Supply Chain and carries responsibility for the integrity of the IRC’s procurement system.
• Procurement Assistant must be able to rapidly procure Program supplies, services, and equipment, whilst ensuring best practices and maintaining audit-compliant records.
• This individual will be responsible for pro-active sourcing, team supporting, supplier reference checking, updating procurement trackers & supplier data base along with material category price list. S / he will also help the staff in finalizing the planned MSA / MPA’s in a timely manner by supporting in the site visits procedure & documentation preparation

Major Responsibilities

• Updating supplier database & Material category price list

• Creating Payment requests files and submit to finance
• Carryout all documents photocopying, scanning, archiving procurement files &reception of goods
• Proper filing of all procurement documents
• Follow-up internally between SC department and Finance department on procurement-related transactions.
• Following the guidance of the procurement staff, to ensure that all fields’ goods, to be dispatched along with all the needed documentation (Waybills...).
• Sending request for feedback regarding suppliers’ performance & update supplier files accordingly
• Participate in MSA / MPA procedure where staff is needed.
• Send Request for quotation for Market Survey, Proposals or Procurement of desired Goods and Services
• Preparing Payment requests for delivered Goods or services.
• Ensuring that all Supplies, services, and equipment’s required are delivered in time.
• Establishment and maintenance of ethical, professional working relationships with suppliers
• Any other duties or tasked delegated by Supply Chain Officer or Supply Chain manager

Key Working Relationships

Position Reports to: Procurement Officer

Position directly supervises: Procurement intern

Other Internal and / or External Contacts:

Internal: All staff External: This position will require close collaboration with IRC Staff, suppliers & other networks, etc.

Qualifications

Education: Undergraduate or Bachelor's Degree, preferably in Management, Administration, or related fields

Work Experience: Minimum of 1 year

Demonstrated Technical Skills:

• Maintain attention to detail and coordinate multiple tasks to meet deadlines.
• Detail-oriented Sense of humor
• Effective time management and organizational skills.
• Ability to multi-task.
• Team spirit and problem-solving abilities.
• Good knowledge and use of Microsoft excel.
• A good command of English language.

Languages:  Excellent in English

Computer/Other Tech Requirements Full professional competency in Microsoft Office Suite, especially Word, Excel, Outlook, and PowerPoint. 

Standards of Professional Conduct The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct.  These are Integrity, Service, and Accountability.  In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Working Environment

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.