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Supply Chain Assistant
Job Overview
- The Procurement Assistant is responsible for the efficient coordination and management of procurement functions for IRC’s office. Supply Chain works to rapidly procure Program supplies, services and equipment, whilst ensuring standard processes and maintaining audit-compliant records. The Procurement Assistant will ensure that all purchases of goods and services are done transparently, at the best available price, and in compliance with IRC and donor procurement policy and procedures.
Key Responsibilities:
Procurement Planning
The Procurement assistant is responsible for working closely with Procurement Manager, internal and external collaborators 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 Item forecasts through the procurement software (online Integra) and ensuring data accuracy.
- Request for quotations / proposals.
- Participate in tender meetings & evaluations.
- Prepare bids analysis and other bidding documents for approval.
- Conduct discussions 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.
Accountable for handling contracts and supplier performance, to ensure that terms & conditions, standard operating procedures are adhered to as provided by GSC. This includes:-
- Preparing and implementing contracts for recommended bidders.
- Timely renewal of running contracts.
- Implement contracts against set performance indicators.
Supplier Management.
Responsible for handling supplier relationships and performance to make sure that there is detailed 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.
- Identifying and reporting procurement red flags.
- Implementing internal and external audit corrective action plans (CAPs).
Reporting.
They will be responsible for preparing and submitting accurate reports:-
- 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 Integra procurement tracking report for specific Grants you’re assigned to.
Key Working Relationships:
- Position directly supervises: N/A
Other Internal and/or external contacts:
- Internal: Regular relationships with program staff, Operations and country Supply Chain staff at all levels
- External: Vendors and Services providers.
Qualifications
Education:
- Degree in procurement, Supply Chain/Logistics management or any other relevant field in Supply Chain. A CIPS Graduate Diploma will be an added advantage. Membership of Kenya Institute of supplies Management KISM is highly recommended.
Work Experience:
- At least three years’ experience in a busy supply Chain/warehousing context preferably INGO environment.
Demonstrated Skills and Competencies:
- Knowledge of generic procurement procedures and practices (IRC or NGO experience).
- Demonstrated success as a procurement leader within supply chain including planning, procurement and logistics.
- Good collaborator and doer with effective interpersonal and analytical skills who is able to work seamlessly across cultures, organizational units and suppliers.
- Knowledge and experience in procurement plans, strategies, market analysis techniques, procurement and contracting.
- Good analytical and arbitration skills.
- Excellent skills in conducting market analysis and sourcing strategies.
- Ability to work effectively in a highly matrixed structure.
- Good mathematical skills.
Women’s Protection and Empowerment Technical Advisor
POSITION OVERVIEW
- As the WPE Technical Advisor for Central Africa, alongside another WPE TA, you are responsible for ensuring high quality technical assistance to one IRC region comprised of 6 country programs. You will promote and collaborate with relevant stakeholders to achieve high quality, high impact interventions that are informed by evidence and best practice, contextually appropriate, driven by client and partner voices, and widely inclusive.
Program Design & Business Development:
You will support country programs to design winning submissions and generally position IRC for continued success in our technical domains:
- Support designated country programs’ proposal technical lead through participation in and/or facilitation of program design meetings
- Promote and support design collaboration with partners and clients
- Advise on program modalities, and strategic partnership development based on how we can best support, complement, and reinforce local systems
- Advising and/or providing hands-on support on assessments, including application and contextualization of technical standards
- Reviewing technical design quality, including alignment of narratives, log-frames, and budgets to IRC standards and outcomes
Implementation Support:
You will support country program staff and other key stakeholders in implementing technical interventions:
- Support country programs and other stakeholders with the recruitment and training of technical coordinators
- Assess program quality and inform improvements, providing follow up support to country programs as needed
- Collaborate with country program colleagues to monitor and analyze key indicators to inform periodic review, program adaptation, and course-correction as needed
- Provide technical capacity strengthening through ongoing mentoring, coaching, and trainings with country program focal points
Knowledge & Learning:
You will support continuous sectoral learning and IRC technical leadership:
- Document learnings from program activities and sharing takeaways and opportunities
- Share cross-contextual learnings with country program staff across the region
- Refresh the sectoral evidence-base in collaboration with global and regional staff to influence approaches
- Collaborate with other technical advisors within the region to promote integrated programming leadership
- Contribute to the delivery of WPE and VPRU strategic priorities
- Maintain currency with sectoral best practices through continual learning and development
PROFESSIONAL PROFILE
- Success in this position requires an individual with expertise in designing and delivering technical assistance to GBV programs, and with a deep understanding of the cultural, societal, and political contexts in at least one of the regions where IRC operates.
Work Experience:
- A minimum of 5 years of relevant experience in implementing and/or managing GBV programs, with on the ground programmatic experience in a service delivery organization, NGO or comparable international agency required.
- Experience and familiarity with related donors, peer agencies and national contexts required, preferably in humanitarian and transitional, post-crisis contexts.
- Demonstrated expertise in technical program design, monitoring and evaluation, with the ability to turn concepts and strategy into measurable action.
Demonstrated Skills and Competencies:
- Excellent verbal and written communications skills
- Strong organizational and time-management skills; proven ability to prioritize and deliver projects on time and independently.
- Demonstrated ability to navigate a dynamic, cross-functional, global team structure in a large multi-national organization.
- Demonstrated ability to work effectively with internal and external stakeholders at all levels.
- Strong analytic problem-solving skills.
- Highly proficient in Microsoft Office suite.
- Ability to manage and work through change in a proactive and positive manner.
Education:
- Bachelor’s Degree in GBV, gender, public health, social work, humanities or a relevant field required, Master’s Degree preferred.
Language Skills:
- Excellent spoken and written French is essential. Proficiency in English language strongly preferred.
Key Working Relationships:
- This position reports to the WPE Senior Technical Adviser in VPRU, based in London. This position may potentially supervise occasional consultants and/or interns. Regular communication with other VPRU colleagues, Economic Recovery and Development, Education, Governance and Health Technical Unit staff, regional and country program teams, awards management and grants management staff, and other internal stakeholders.