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17-277: Roving Procurement Coordinator
Country:Global
Department:Logistics
  
Essential Job Duties/Scope of Work:

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

The Roving Procurement Coordinator (RPC) role has three main functions:

A] Deployment to priority countries in the region in the role of Procurement Coordinator/Specialist for the purpose of restructuring and managing the country procurement function to high standards aligned with global procurement strategies, policies & donor requirements and country operational requirements as well as strengthening and embedding collaborative working practices with other key stakeholder functions.

B] To act as technical guidance focal point for procurement procedures and support regional procurement & supply chain initiatives as assigned.

C] To lead procurement activities during emergency response interventions.

The Roving Procurement Coordinator will have delegated staff management responsibilities as determined by the specific TOR of each deployment.

The RPC is a member of the regional logistics & supply chain management team and reports directly to the Regional Logistics Coordinator, with additional in country reporting as determined by the specific TOR of each deployment. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

When functioning in a country capacity expected responsibilities include but are not limited to:

Needs assessment, market surveys, procurement planning, timely conduction of procurement activities, dissemination and standardization of improved procurement practices including Blanket Purchase Agreements, staff capacity building, reporting and information management, value for money initiatives.

  • Work with country teams to review country procurement department staffing structures, staff profile, skills and procurement knowledge, develop capacity building plans and performance indicators. Mentor country procurement senior staff including technical guidance, objectives setting, performance management and coaching.
  • Participate to the development and review of project proposals involving procurement of project supplies. Ensure accurate costing of materials and staffing resources, check supply chain feasibility. Conduct regular supply chain risk assessment to identify and resolve bottlenecks.
  • Work with program teams to develop and maintain project based procurement plans.
  • Implement category management: develop sourcing strategies to drive efficiency (value for money), maximize consolidation opportunities & drive supply chain effectiveness (OTIF -On time in full delivery).
  • Coordinate implementation of the procurement process including regular feedback to requesters.
  • Create a positive and dynamic procurement service driven by customers’ satisfaction, value for money and high compliance standards. Work with country and technical unit teams to standardize items designs, quality, specifications and packaging of program supplies.  
  • Work with program teams to develop lists of standard commonly procured program supplies, assess local, regional and international markets, expand the list of potential and pre-qualified vendors, implement long term blanket purchase agreements following transparent procurement process, develop catalogues, user-friendly order methods, procurement routines and facilitate flow of orders and deliveries; coordinate quality control and vendor performance.
  • Develop and implement the country emergency supplies preparedness strategy in coordination with the Country Logistics Coordinator; including setting up virtual stock agreements, prepositioned stocks, identifying & pre-agreeing access to white stocks, etc.
  • Coordinate international procurement activities with International Medical Corps Global Procurement Unit. Ensure timely processing of procurement requests and delivery of requested supplies. Maintains and shares within country teams international procurement pipelines.
  • Coordinate with country and regional teams the dissemination of procurement practices, policies and procedures. Develop training plans and modules, train trainers, deliver directly and coordinate the delivery of regular trainings to all IMC employee. Ensure knowledge, adherence of employee and consistent implementation across all programs.
  • Measure and report key performance indicators, provide regular updates on country procurement pipelines, risks and mitigation methods, challenges faced and action plans, level of adherence to International Medical Corps and donors’ procurement policies and procedures.
  • Work with Finance and Compliance focal points to ensure that internal controls are met and required documentation available in a well-organized filing system across programs. Ensure that all risks associated to procurement are evaluated regularly and that plan are developed and implemented to mitigate them. Review of procurement documentation, compliance and internal and external audit findings relevant to procurement, develop and implement corrective action plans and capacity building plans.
  • Take active role on country-based procurement coordination initiatives with peer INGOs as agreed.

When functioning in a regional capacity expected responsibilities include but are not limited to:

  • Identifying and leading on regional procurement initiatives in sourcing, procurement excellence and regional responses.
  • Supporting the supply chain excellence program by taking a lead role on specific, assigned regional supply chain initiatives.
  • Providing to country teams technical support in regards to International Medical Corps and donors procurement related policies and procedures.
  • Providing technical guidance in the making and review of Project Procurement Plans, for projects including project supplies with value over $250,000 or as assigned its supervisor
  • Acting as focal point for Value for Money related initiatives, develop regional strategy, ensure strategy is reflected into new projects proposals and implemented by country teams. Maintain VfM KPIs and collect examples of positive VfM results.
  • Involvement into Regional project initiatives including identification of regional procurement strategies, regional procurement centers. 

When functioning in an Emergency Response capacity:

  • The RPC will be deployed as part of the Emergency Response team as procurement lead under the management of a Emergency Response Logistics Coordinator. His/her responsibilities include but are not limited to:
  • Designing and deployment of in-country procurement capacity and related systems with focus on compliance and procurement execution effectiveness.
  • Working with technical staff to develop in-country standard item catalogues including in-country adjusted specifications; setting at setting Blanket Purchase Agreements for regular supplies including efficient ordering mechanism.
  • Facilitating procurement planning, conducting documented market survey and vendor registrations/prequalification.
  • Deploying LMIS - procurement systems, training procurement personnel and managing documentation in full adherence with document management processes.
  • In charge of the international pipeline and customs clearance.
  • Provide program staff and other departments with regular updates of procurement pipeline through the development of daily, weekly, and monthly activity reporting 
  • Coordinate and manage quality control for procurement function
  • In coordination with Program and Finance staff, provide inputs for budget design and contribute to budget management of emergency projects

Compliance Ethics:  Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to theposition, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.Conducts work with the highest level of integrity. Communicates these values to staff and to partners and requires them to adhere to these values. 

Qualifications:

 • An advanced degree in relevant field (peace studies, public health, business administration or other similar)
• Experience in leading evaluation or research design, data collection and analysis processes
•Experience in Reporting on donor programs such as USAID, OFDA, DOS, UN, AusAID, DfID or others
• Familiarity with one or more of the following fields is required: community initiatives (women, children), health and emergency management, IDP/Refugees, humanitarian assistance
• Capacity to work proactively and independently, including actively researching donor agencies and maintaining a current understanding of trends in humanitarian communications
• Ability to develop and carry out work plans and solve problems independently
• Excellent written and verbal skills in English language; public speaking experience a plus
• Willingness to live and work in a high-pressure environment with tight deadlines and proven ability to manage multiple tasks simultaneously
• Demonstrated international experience, experience in the health sector a plus