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International Medical Corps is an Equal Opportunity Employer.

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18-431: Procurement Manager - Roster for Emergency Responses
Country:Global
Department:Humanitarian Response
  
Essential Job Duties/Scope of Work:

International Medical Corps is a global, humanitarian, non-profit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, non-political, non-sectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

BACKGROUND

Selected Emergency Response Unit (ERU) members are always on standby to deploy to a crisis within 72 hours, whether they are launching into new areas or lending support to International Medical Corps teams already on the ground. International Medical Corps maintains a roster of volunteers, staff and available specialists who have been interviewed and have completed pre-deployment paperwork, orientation and training. The roster is updated on regular basis as new responders are identified and members update their areas of expertise and other relevant information. Through this expression of interest, applicants are encouraged to submit their profiles so that their information is readily available in the International Medical Corps applicant tracking system.

JOB SUMMARY

 The Emergency Procurement Manager reports to the Emergency Logistics Coordinator and is responsible for the rapid setup of a compliant, reliable and efficient procurement function to support the Emergency Response.

 This includes coordinating with the Global Logistics & Supply Chain (GL&SC) Emergency lead, the in country IMC procurement team (if existing) & other humanitarian actors to avail existing country procurement capacity assessments; coordinating with response program & technical leads to finalize procurement (demand) plans; conducting rapid market assessments & surveys; leading prequalification exercise where needed; hiring, training, structuring & leading the procurement team on IMC procurement processes; developing the right sourcing strategies to support the response needs; coordinating with the Global Procurement Unit (GPU) for international supply needs and setting up the appropriate contracts to deliver an effective procurement service to the response.

 This requires a highly motivated, skilled and detailed solution oriented individual who will be able to resolve operational critical challenges as they arise. 

 The Emergency Procurement Manager contributes to ensuring that IMC’s commitment to improving quality and accountability in humanitarian work is upheld, through reference to the Sphere Charter, IMC Minimum Standards and the NGO Code of Conduct, and endeavours to implement sustainable systems and transfer knowledge and skills to colleagues.


**NOTE**
Candidates applying to this position are indicating that they are interested in being considered for the International Medical Corps standby roster for emergency response. Roster members will only be contacted when there is an emergency response need for which the responder is qualified for. This position will not be compensated unless responders are deployed to an emergency response.

 ESSENTIAL DUTIES AND RESPONSBILITIES:

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation. The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily exhaustive.

A] ER Rapid (1st Phase) Procurement Execution

 This section refers to the setup of a rapid response procurement execution function that is able to meet the immediate needs of the response in a compliant, risk managed and reliable manner.

  •  Ensure proactive participation & initiation of regular procurement planning and reviews for all response grants on a daily & weekly basis with relevant team members. Set & manage expectations clearly on procurement lead times and expected responsibilities of requestors.
  • Translate these procurement plans into fit for purpose procurement department sourcing, contracting & execution plans. Collect all available market information from GL&SC emergency lead, existing IMC country operations (if any, including usable existing contracts) & other humanitarian actors. Supplement this with necessary rapid market assessments & surveys focusing on establishing the capability to source the identified key response procurement needs categories. Coordinate with the Global Procurement Unit (GPU) for international supply needs.
  • Following the IMC procurement procedures and response specific Emergency Simplified Procedures (ESP) register vendors and lead on prequalification exercise for medical commodities and NFI’s where needed. Link with relevant technical advisors for prequalification.
  • Recruit, train & setup the procurement department appropriately including division of responsibilities and ensure building the capacity of the procurement staff and new local and international hires on IMC procurement policies and procedures.
  • Ensure that there is an efficient procurement filing & documentation system implemented that can maintain full audit traceability & provide regular procurement progress updates to all relevant stakeholders.
  • Manage daily and weekly procurement meetings and brief the Emergency Log co & other stakeholders as necessary.
  • Lead, manage and motivate the team, ensuring that they have clear objectives and receive meaningful feedback on their performance.
  • Review purchase requests, quotations, bid analysis, purchase orders in accordance with IMC procedures and guidelines ensuring clarity on item specifications, pricing, quality, delivery lead times & other commercial terms and establish prudent & compliant contracting agreements.

 B] ER Sustainable High Performing Procurement Function Setup & Operation

 

This section refers to the setup of a more structured, context fit for purpose procurement function that will be able to deliver a compliant, strategic and efficient procurement service over the duration of the response & eventually successfully transition into stable operations, merge with country ongoing regular operations or close-out. Depending on the context, every effort should be made to setup the procurement function to transition to operating on this basis as quickly as feasible from the delivery of a rapid procurement execution service.

 

  • Procurement strategy: Review and development of an evidence based sourcing & contracting strategy based on demand planning (existing procurement plans plus anticipated future procurement needs) coupled with supply market understanding (field, national, regional, international options capabilities evaluation), set Service Level Agreements (delivery lead times per category/delivery destination combination, frequency/timing/consolidation of PR submission, procurement update meetings, procurement planning /review sessions); contribute effectively to project proposals/procurement plans, kick off and lead initial procurement update/planning meetings. Initiate basic category management approaches and align to global category management & value for money approaches.

     

  • Staff capacity, capability and organization structures: Review response procurement staffing structure, capacity and management systems. Work with response management for adjustments to meet adequate procurement performance. Deliver trainings to procurement and non-procurement staff. Work with response management for staff-specific capability & skills development plans. Lead, manage and motivate the team, ensuring that they have clear objectives and receive meaningful feedback on their performance.

     

  • Procurement operations: Ensure effective, reliable and efficient country procurement through setup of appropriate procurement hubs & management of their day to day functioning following organizations policies and guidelines.

     

  • Item Catalogue: implement & promote adherence to IMC standard ER item catalogue ways of working.

     

  • Full Market surveys: Select most frequent or projected categories of supplies, conduct market surveys, visit, register and pre-qualify suppliers.

     

  • Blanket Purchase Agreements: Work with response teams to select and set anticipated volumes for most frequent supply categories to tender for. Oversee and manage tendering process and contract award in collaboration with response management team. Support contracting and train response & procurement team in use of work orders. Set up payment / Work order reconciliation and Not to Exceed Amount tracking processes.

     

  • Performance Measurement & Reporting: Set up & run relevant Key Performance Indicators baseline & improvement targets including all standard reporting mechanisms.

     

  • Procurement compliance: Conduct procurement inspection verification, conduct procurement checks and systematically oversee all procurement files >$20,000. Deliver tailored capacity building elements and monitor improvements.

     

  • External coordination: Review existing inter-NGO in-country procurement coordination mechanisms and information exchanged. If not available, work with other NGOs in-country procurement counterparts to initiate mechanism; leverage IAPG & Log Cluster linkages where available.

     

  • LMIS P2P (Purchase to Pay) system implementation: Work with response teams & other stakeholders to shift from xls PO to LMIS P2P systems, when appropriate and feasible.

     

  • Sustainability: Ensure capability building of the wider response procurement team to maintain and sustain high performance procurement department standards, including succession planning.

     

  • L&SC management: Backstop the ER Logco when required. Contribute to wider Response L&SC management by taking on additional mutually agreed responsibilities & providing leadership in wider end to end supply chain management.
Qualifications:

 
  • Degree in Procurement/Supply Chain Management/Logistics or related field. It is desirable to have completed courses or certifications specific to the Humanitarian sector ex. the Certification in Humanitarian Logistics (CHL) or CHSCM.
  • Proven record of at least 2 years’ experience of the management of procurement at a senior management (lead) level in the humanitarian sector.
  • Evidence of at least 4 to 5 field deployments; 2 to 3 humanitarian emergency deployments and 2 to 3 international deployments; minimum 3 to 4 weeks in length each.
  • Experience with donor specific procedures.
  • Experience of the management of budgets and the ability to prepare timely, complete and accurate reports.
  • High computer literacy level with expected proficiency in Word, Excel, PDF, PowerPoint. Prior experience of logistics software solutions (desired).
  • Excellent written and spoken English language skills. Additional language skills are a plus.
  • Evidence of the ability to plan for, and conduct training in all areas of logistics for national and international staff (suitable to staff knowledge level). Commitment and demonstrated skills to build national staff capacity in high standard procurement.
  • Commitment to and understanding of IMC’s aims, values and principles.

 Competencies

  • Strong influencing abilities & excellent communication.
  • Strong interpersonal management, unit management and leadership skills. Experience in remote management.
  • Analytics, Negotiating & Contracting expertise.
  • Ability to integrate and work well within multi-ethnic and multicultural team.
  • Ability to work in harsh conditions, often in remote areas.
  • The capability and willingness to be flexible and accommodating in sometimes high stress emergency response situations.