Procurement Officer - Stryi

Job Summary  

The Procurement officer works under the supervision of the Logistics Manager. The Procurement Officer is primarily responsible for the items and the deliverables of the Procurement section in support to International Medical Corps project activities and in compliance with the IMC internal and donors' processes, rules and regulations. S/He is expected to conduct procurement activities in a transparent manner under the management of the Logistics Manager. 

Main responsibilities  

The duties and responsibilities listed are representatives of the nature and level of work assigned and are not necessarily all inclusive. 

• In charge of the correct implementation of International Medical Corps procurement guidelines.   

• Act upon submission of a dully approved Purchase Request.  

• Provide in writing to customers: receipt of PR, tracking number, confirmed target delivery date using customer service shaped communication.  

• Regularly carry out market analysis, collect from potential suppliers: relevant documentation such as registration, tax certificates, owners' ID, past contract references, invite most-technically-sound program personnel to conduct documented technical assessment, evaluate supplier's capacity (warehouse, staff… ); conduct Bridger Insight screening… and build an individual Supplier file for successfully prequalified vendors.  

• Undertake competitive bidding process following IMC procurement thresholds (single quote, negotiated, Request-For-Quote, National open Tender, International open Tender). Assesses thresholds against total value of procurement line per grant for the entire duration of the grant.  

• Draft Purchase orders (or contracts as needed, using standard-approved templates).  

• Submits procurement files to relevant authorities for review and approval.  

• Collect supplier's signature on all Purchase Order pages and provide copy of PO to supplier  

• Collect invoice from vendor and control payment terms against purchase order (advance payments/installments already paid…), issue procurement memo when necessary.  

• Attach GRN to procurement file with supplier's invoice and facilitate prompt payment process from finance team in line with payment terms.  

• Review procurement file prior to archiving, using Procurement checklist.  

• Archive complete procurement file in grant-specific file box.  

• Archive soft copy of procurement files following the following structure: Grant / Month / PR#. PR# .xls file contains PR, BS, PO, TQS (and relevant scanned/soft copy quotes).  

• Complete any PR or procurement work given from the line manager or supervisor.  

• Will be responsible to finalize any Admin paperwork related to logistics department (Preparing donation letters, Draft Contracts , etc. …)  

• Assist with maintaining accurate filing systems, with documented and supported records of actions for audit purposes.  

Qualifications

• Minimum bachelor's degree 

• Know the city well, including certain streets and locations. 

• Advance levels of written and spoken English. 

• Strong knowledge of MS Office including MS Word, Excel, PowerPoint, and Outlook . 

• Minimum 3 years in procurement or finance sector. 

• Ability to establish and maintain effective partnership and working relations in a multi-cultural, multi-ethical environment with sensitivity and respect for diversity 

• Capable of working in a fast-paced environment  

• Organized, with attention to detail 

• Service-oriented, diplomatic, and proactive approach to work 

Code of Conduct
As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps' and donor compliance and ethics standards and adheres to those standards.
 
if this is a supervisory position, one must set an example of ethical behavior through one's own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps' policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.
 

Safeguarding
It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.
 
Equal Opportunities
International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.