The International Rescue Committee (IRC) 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, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity, and hope to millions uprooted and struggling to endure. The IRC leads the way from harm to home.

Main Purpose of Job: 

The Procurement Assistant as an integral member of the Supply Chain Department holds primary responsibility for procurement management. The Procurement Assistant is responsible for the efficient coordination, supervision, and management of procurements for the IRC’s office in Omdurman.

1. Procurement

• Ensuring the implementation and supervision of 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
• Ensure approved Purchase Requests are processed through the IRC procurement software (Integra).
• Request for quotations / proposals. 
• Ensuring that procurement is carried out in accordance with IRC and donor-specific polices.
• Ensuring that all Supplies, services and equipment required are delivered in time.
• Routine communication, coordination and planning with the relevant requesting staff / programs regarding the order and delivery of supplies. 
• Coordination with Finance, Admin and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.
• Ensuring that all Supplies, services, and equipment required are delivered in time.
• Participate in procurement committee meetings & evaluations.
• Prepare bid analysis and other bidding documents for approval. 
• Conduct and document transparent negotiations with suppliers.
• Demonstrate value for money in procurement.
• Review procurement documents for accuracy before taking payment for approval.
• Establishment and maintenance of ethical, professional working relationships with suppliers. 
• Any other duties or tasks delegated by Procurement Manager.

1. 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)

1. 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.

1. Reporting             

• The Procurement Assistant is responsible for preparing and submitting accurate and analytical reports to Senior Supply Chain Officer on the 2nd of every month.
• Updating procurement plans as required/ Items forecast.

   Confidentiality:

              Ensuring the non-disclosure of any information whatsoever relating to the practices and        business of IRC acquired in the course of duty, to any other person or organization             without authority, except in the normal execution of duty.

Note: - The role of the Procurement Assistant cannot be limited to the specific duties and tasks detailed herein. The success of the IRC’s humanitarian mission is the highest priority and all issues which arise must be addressed. Accordingly. Therefore, s/he will be required to manage all unforeseen issues and circumstances and remain Flexible to perform any other duties, as and when required.

     Education; Experience and Functional knowledge, skills, and ability:

• Minimum bachelor’s degree in Procurement, Business Administration/Financial Accounting, or Logistics related Program
• Professional qualification like CIPS UK is an added advantage
• Minimum 3-4 years of experience in Procurement or Supply chain work-related activities in a multi-cultural environment with an INGO experience
• Fluent in English (Written and spoken); Prior experience.
• Knowledge of international Procurement, especially for Pharma and Non-Pharma 

      Personal Characteristics:

• Strong sense of personal integrity and commitment.
• Attention to detail.
• Ability to multi-task.
• Team spirit and problem-solving abilities.
• Remains productive when under pressure.
• Demonstrates a systematic and efficient approach to work.

       Other Attributes:

• Knowledge of generic Supply Chain management systems and forms
• Good mathematical skills.
• Competence in computer (Microsoft Office Word and Excel spreadsheets; Outlook)

          Excellent interpersonal, communication, organizational, and time management skills

Standard of Professional Conduct

IRC and IRC employees are required to abide by the values and principles outlined in the IRC Way – Code of Conduct which are Integrity, Service, and Accountability. In accordance with these values, 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 & Equal Opportunity

We are committed to narrowing the gender gap in leadership positions. We offer generous 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. We welcome and strongly encourage qualified female professionals to apply.

We are an equal opportunity employer and value diversity at our organization. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. 

Ensuring the non-disclosure of any information whatsoever relating to the practices and business of IRC acquired in the course of duty, to any other person or organization without authority, except in the normal execution of duty.