Procurement Officer

International Medical Corps (IMC) 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   's 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. International Medical Corps has been present in Gaza since 2009.

International Medical Corps is currently recruiting staff to be based in Gaza, for a US Agency for International Development funded project. Gaza 2020: Health Matters is a five-year intervention designed to improve the resilience of the health sector in Gaza by increasing access to and quality of emergency and essential health services provided by NGOs, CBOs, and private providers.
 
Summary:

The Procurement Officer works under the supervision of the Logistics & Procurement Manager. He/She interfaces with all IMC personnel authorized to issue Purchase request. He/She represents the organization to suppliers and the department to customers. As such he/she is expected to adopt professional customer based attitude, promoting International Medical Corps and Logistics Department’s image.

The Procurement Officer is responsible for 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.
 
Essential Tasks and Expected Results:

In charge of the correct implementation of International Medical Corps procurement guidelines. This includes educating Procurement section customers, capturing, analyzing and reporting data. Remain updated of donor policies and procedures.

Requisitions:

-Act upon submission of a dully approved Purchase Request. Educate and support customers to ensure timely submission of approved PRs with sufficient details, realistic delivery target date.

Procurement tracking sheet:

-Record and track PRs through Procurement Tracking sheet: every procurement step is logged into PTS.
-PTS is supplied on weekly bases to customers and segregated per project.

Suppliers’ screening

-Carry out market analysis, record suppliers, collect relevant documentation and proceed to screening including Bridget Insight control.
-Maintain suppliers’ individual files with relevant administrative documentation. Maintain supplier tracking sheet.
-Use lists of recommended suppliers provided by UN agencies, embassies, other NGOs… Able to explain why selected suppliers have been invited to bid.

Competitive bidding:

-Implements competitive bidding 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.
-For single quote and negotiated procedures, self-sufficient, collect quotes and prepare bid summary for further review and approval.
-Depending on selected process, draft Request for Quotes, launch bidding process, collect quotes in sealed envelopes, evaluate offers in tender committee, proposes recommended supplier, record and implement committee conclusion.
-Negotiate business terms and conditions, prices, quality to International Medical Corps’ benefit. Draft Purchase orders and collect approval. Collect supplier’s signature on all Purchase Order pages and provide copy of PO to supplier.

Delivery & payment:

-Inform relevant Warehouse point person about upcoming deliveries and provide copy of PO for control against specifications and quantities.
-Receive invoice and control against original order, advance payments/installments already delivered…
-For goods: Facilitate delivery of orders to the warehouse of the site of payment and collect Good Received Note.
-For services: Facilitate delivery of services, collect memo from most technically sound IMC personnel for completion validation. Ensure period of guaranty, aftersales service is mentioned.
-Attach GRN to procurement file with supplier’s invoice and transfer file to finance for payment.
-Ensure delivery till final destination..

Petty cash:

-Based on weekly projections, request appropriate amount authorized in the cash advance procedure. Spend the advance amount for purchases based requested on approved PRF.
-Clear out pending advance before requesting a new one or before the end of the week.

Adjustments:

-In collaboration with Finance Department and other involved departments and based on “Test of Transaction” provided by the Audit Department, provide missing/incorrect documentation and undertakes any adjustment recommended.

Contract schedules:

-Maintains contract schedules for each contract including star/end date, payment schedules.

Custom clearance:

-Is responsible for timely custom clearance of imported items. Places exemption / authorization files ahead of time as possible, facilitate smooth process and timely submission of any additional information/documentation.  Ensures efficient implementation of process, minimized storage cists and demurrage fees and reduced importation process time.
-Maintain importation tracking table if needed.

Reporting:

Issue following annexes on weekly bases to customer every week before end of the working week

Procurement Tracking Sheet segregated per grant.

Issue following annexes on monthly bases (as part of Logistics monthly report):

-Procurement Tracking Sheet: segregated per grant as needed
-Supplier tracking sheet as needed
-Contract schedules as needed
-Updated Procurement Plans as needed
-Importation tracking table as needed

 Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty with satisfactory results.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

At least BA degree in one of the following field or related: Finance/Accounting, Supply Chain, Business Administration and Management.
At least 3 years of experience in procurement and logistics and/or Supply Chain at officer level.

COMPUTER LITTERACY:
Advanced use of MS Excel and Word. Able to develop advanced complex excel inter-linked worksheets with functions and formula. Able to build staff capacity on design and use of excel forms.
 
LANGUAGE SKILLS:
Fluency in English and Arabic and the local working language of the duty station. Fluency in terms of: Ability to read, analyze, and interpret business contracts, technical procedures, or governmental regulations and ability to write reports).

MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY / ORGANIZATION:

Outstanding organizational and problem-solving skills, analytic & pragmatic.
Ability to define problems, collects data, establishes facts, and draws valid conclusions. Ability to interpret an extensive variety of technical instructions in the medical field and the resourcefulness and creativity essential to work with a wide range of program activities.

 
CERTIFICATES, LICENSES, REGISTRATIONS:
Valid Driving license.

OTHER SKILLS and ABILITIES:

-Ability to cope with stressful situations and work with limited resources.
-Profound cross-cultural awareness and insight into health care issues
-Understanding of health and development concepts in developing countries.
-Excellent communication skills, both oral and written.
-Excellent self-motivation skills.
-Experience in effectively dealing with National and International staff.
-The ability to deal with a broad spectrum of people.
-Ability to exercise sound judgment and make decisions independently.
-Excellent decision making skills.
-Excellent ability to handle multiple tasks and many administrative details in a fast paced and constantly changing environment.
-Extremely flexible, and have the ability to cope with stressful situations and frustrations.
-Creativity and the ability to work with limited resources.
-Must be able to work independently or in team under difficult and stressful conditions.

Qualified candidates are invited to submit their resumes and cover letters to
 

[email protected]

no later than Sunday February 21, 2016, and indicate the position title on the e-mail subject.
We thank all applicants for their interest, but regret that only short-listed candidates will be contacted.

 

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