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17-229: Procurement Coordinator
Country:Iraq
Department:Logistics
  
Essential Job Duties/Scope of Work:

BACKGROUND

International Medical Corps is a global, humanitarian, nonprofit 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, nonpolitical, nonsectarian 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.

JOB SUMMARY

Working under the direct supervision of the Country Logistics Coordinator, the Procurement Coordinator will be responsible for, and accountable for, the delivery of all procurement related activities in Iraq in accordance with International Medical Corps Logistics policies and procedures; and donor requirements. The Iraq Mission is one of the largest NGO operations in the world at this time; and in one of the most complex environments with heavy donor oversight, high volumes of procurement for both emergency and ongoing operations, security challenges and multiple procurement teams in different locations. The job needs, therefore, a highly motivated and experienced Procurement Coordinator.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation

1. Procurement Planning and Coordination

• Work with budget holders from the early stages of proposal planning throughout the project cycle to develop and maintain procurement plans for all projects. Ensure that regular coordination meetings take place in all locations.

• Drive coordination between programme teams including between sectors and locations to plan and consolidate procurement needs, improve compliance, find efficiencies and enable the procurement teams to more effectively meet the needs of the operation.

• Monitor procurement planning and coordination in all locations, identify issues and bottlenecks and lead development and implementation of action plans in proactive and timely manner. Identify opportunities to consolidate procurements and to implement blanket framework agreements.

• Ensure that procurement plans are in place and updated for all grants. Facilitate monthly update meetings between programme and procurement teams for each grant.

• Capture procurement pipeline information, and coordinate with logistics teams and the Logistic Coordinator for the management and development of the supply chain.

2. Procurement Oversight

• Provide the technical oversight, input and supervision to coordinate all procurement units to deliver timely and accountable procurement according to IMC policies and procedures.
• Provide planning support and advice to those making a procurement request, then process and manage the procurement process (either locally or internationally) in accordance with IMC policies and procedures, in a transparent, accountable, efficient and cost effective manner.
• Ensure that local market surveys are regularly carried out, to ensure a full knowledge of the availability and price of local items. Maintain accurate vendor information, updated vendor registrations, specifications and indicative price lists.

• Ensure that all procurements are tracked and recorded to identify items that should be part of a pre-approved tender process, and ensure that open and free competition for procurements is adhered too. Implement blanket purchase agreements where practical.
• Identify and continuously monitor large, high risk or complex procurements (vehicle contracting, pharmaceuticals) and international, emergency and priority procurements.

• Ensure there is regular effective communication between procurement teams, requesters and logistics teams to plan for the receipt of goods and services.
• Make regular checks of procurement files, tracking sheets, document management and workflow.

• Implement good document management systems and work management in all procurement teams. Maintain accurate filing systems, with documented and supported records of action for audit purposes, and submit weekly and monthly logistics reports to the in-country management team, and Global logistics pursuant with IMC policies and procedures.

• Maintain outstanding reporting system as per IMC policy with regular updates of trackers, reports and documents as per IMC policy and requirements

• Be flexible and manage your time accordingly, to be prepared to tackle other tasks commensurate with your role, and level of experience, at short notice.

3. Compliance and Ethics

• Ensure compliance with IMC policies and procedures, donor regulations and local laws. Promotes and encourages a culture of compliance and ethics throughout the procurement teams.
• Ensure that the procurement, especially those subject to US Export Compliance regulations, are in line with applicable licenses and are properly documented.

• Meet any ad hoc donor requirements in a timely and complete way.
• Maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Build the capacity of programme and procurement staff to better understand how to conduct procurement in an ethical and compliance way, targeting areas of common errors and risks.

• Conduct work with the highest level of integrity. Communicate these values to staff and to partners and require them to adhere to these values.

4. Human Resources
• Manage all staff within the Erbil procurement department with integrity and foresight, and in accordance with HR procedures and policies to ensure that they maintain the highest standards of accountability and professionalism.

• Provide technical oversight for all procurement staff in field locations including Dohuk, Baghdad and the emergency team.
• Make frequent site visits to where staff conducting procurement are working, to ensure that the appropriate care and support is being offered. Ensure that staff supervised or technically overseen by you are evaluated regularly, trained and/or mentored in a structured accountable manner, and written records of such are retained.
• Oversee the recruitment, selection and performance of procurement staff, as required.

5. Training/ Capacity Building
• Advocate and plan for professional development for expat and national staff
• Determine training needs for staff supervised and actively contribute to the training plans of procurement staff in other locations.
• Coordinate the delivery of training for national staff to increase their responsibilities in order to build capacity, and ensure sustainability of programs.

• Provide regular training and capacity building in relevant areas for all procurement stakeholders.

6. Working Relationships
• Proactively engage with the Logistics Coordinator and key staff (Logs, Program, Finance, Medical) on all procurement matters.
• Proactively engage on a regular basis with procurement staff from other organizations to enable benchmarking and information sharing.
• Support audit and other verifications as required with timely supply of information and documents.

7. Representation
• Represent IMC in a positive and professional manner contributing to the creation of a positive image and overall credibility of the organization, notably through the application of IMC’s mandate, ethics, values and stand-point with regard to other actors

8. Security
• Ensure the application of, and compliance with, security protocols and policies of you and your supervised staff.


“Other duties as assigned. The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive.”
Qualifications:

QUALIFICATIONS

 

“To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.”

• Evidence of practical experience in procurement management (procurement, tendering, contracting, framework agreements etc.).
• Proven record of experience of the management of procurement at a coordination level.
• Evidence of 5 to 6 field deployments; 3 to 4 humanitarian emergency deployments and 4 to 5 international deployments; minimum 6 weeks in length.
• Experience with donor specific procedures.
• It is desirable that experience is supported by study by academic study, such as completion of the Certification in Humanitarian Logistics.
• Experience of the management of budgets and the ability to prepare timely, complete and accurate reports.
• Evidence of the ability to plan for, and conduct training in all areas of procurement for national and international staff (suitable to staff knowledge level).
• The commitment and demonstrated skills to build national staff capacity in the areas of procurement management, supervision and monitoring
• Strong organizational and problem-solving skills with analytic approach
• Strong interpersonal, management and leadership skills
• Ability to work in participatory manner with staff to assess needs, implement and monitor activities
• Ability to integrate and work well within multiethnic and multicultural teams
• Ability to work in harsh conditions, often in remote areas.
• Strong negotiation, interpersonal and organization skills
• Excellent written and spoken English language skills, knowledge of Arabic is an advantage
• Valid driving license
• Proficiency with MS Word and Excel (minimum)

 

“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.”