Supply Chain Assistant at International Rescue Committee

Job Summary

The role of the Procurement Assistant encompasses efficient coordination and management of procurement activities within IRC’s office. The Supply Chain division is responsible for the swift procurement of program supplies, services, and equipment while adhering to standardized processes and maintaining records compliant with audits. The Procurement Assistant ensures transparent, cost-effective purchases of goods and services, aligning with IRC and donor procurement policies.

Main Responsibilities

Procurement Planning

• Collaborate closely with Procurement Manager and internal/external partners to plan and prepare procurement activities that support program implementation.
• Develop and execute procurement plans.
• Implement IRC’s procurement Standard Operating Procedures (SOPs).
• Collect, organize, and analyze data.
• Monitor supply markets, conduct surveys, and analyze market trends.

Procurement

• Execute procurement plans and strategies, meeting program procurement needs in compliance with GSC and donor standards.
• Assist in creating procurement specifications.
• Process approved item forecasts through the procurement software (online Integra) while ensuring data accuracy.
• Request quotations and proposals.
• Participate in tender meetings and evaluations.
• Prepare bid analyses and other necessary bidding documents.
• Facilitate transparent and documented discussions with suppliers.
• Ensure value for money in procurement.
• Review procurement documents for accuracy before approval for payment.

Contract Management

• Manage contracts and supplier performance, ensuring adherence to terms, conditions, and SOPs set by GSC.
• Develop and execute contracts for chosen bidders.
• Renew contracts in a timely manner.
• Monitor contract implementation against performance indicators.

Supplier Management

• Maintain supplier relationships and performance records as per GSC guidelines.
• Organize and document supplier information.
• Track and assess supplier performance using scorecards.

Compliance and Ethics

• Apply donor rules and regulations to all procurements.
• Conduct due diligence for suppliers, including reference checks and visits.
• Support other departments in adhering to policies and procedures.
• Identify and report procurement compliance concerns.
• Implement corrective action plans from internal and external audits.

Reporting

• Prepare and submit accurate reports.
• Develop and update procurement plans as needed.
• Share commitment lists, procurement tracking, and other necessary reports.

Key Relationships

Supervisory: None Internal and External Contacts:

Internal: Regular interaction with program staff, Operations, and country Supply Chain personnel across all levels. External: Engagement with vendors and service providers.

Qualifications

Education:

• Degree in procurement, Supply Chain/Logistics management, or a relevant Supply Chain field. CIPS Graduate Diploma is advantageous. Membership in the Kenya Institute of Supplies Management (KISM) is recommended.

Work Experience:

• Minimum of three years experience in a dynamic supply chain/warehousing context, preferably within an INGO setting.

Skills and Competencies:

• Familiarity with procurement procedures and practices, especially within IRC or NGO environments.
• Proven experience as a procurement leader, encompassing planning, procurement, and logistics.
• Strong collaborator with effective interpersonal and analytical skills, capable of seamless cross-cultural, cross-departmental, and supplier communication.
• Proficiency in procurement planning, strategies, market analysis, and contracting.
• Strong analytical and negotiation skills.
• Proficient in market analysis and sourcing strategies.
• Able to function effectively within a matrixed organizational structure.
• Sound mathematical abilities.