Job ID
15701
Job Title
Procurement Assistant
To work for
IMC | International Medical Corps
Country
Syria
City
Damascus
Field of Work
Procurement/Logistics/Delivery
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Intermediate Institute
Responsibilities
Procurement Requisitions are effectively processed:
• Act upon submission of a dully approved Purchase Request. Educate and support customers to ensure timely submission of approved PRs with sufficient details and realistic delivery target date.
• Provide in writing to customers: receipt of PR, Tracking number, confirmed target delivery date using customer service shaped communication.
Procurement tracking sheet online is accurately maintained:
• Update on daily basis all the PRs in charge: every procurement step is logged into PTS online
• Facilitate the supply of PTS on weekly bases to customers, segregated per project number.
International Medical Corps’ suppliers are pre-qualified; performance is measured and taken into account when invited to bid:
• Use lists of recommended suppliers provided by UN agencies, other NGOs… Able to explain why selected suppliers have been invited to bid.
• Regularly carry out market analysis, collect from potential suppliers: relevant documentation such as registration, tax certificates, owners’ ID, past contract references, invite most-technically-sound program personnel to conduct documented technical assessment, evaluate supplier’s capacity (warehouse, staff…); conduct Bridger Insight screening… and build an individual Supplier file for successfully prequalified vendors.
• Documented under-performance of suppliers is reported and taken into account during bidding evaluation process.
Transparent competitive bidding supports improved project Value for Money:
• Undertake competitive bidding process 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 source, procure directly from (in priority pre-qualified) supplier.
• For Negotiated procedure with RFQ, draft Request for Quotes, launch bidding process, collect quotes (in sealed envelopes when necessary), evaluate offers (in tender committee when necessary), propose recommended supplier, record and implement committee conclusion.
• Negotiate business terms and conditions, prices, quality to the benefit of International Medical Corps.
• Draft Purchase orders (or contracts as needed, using standard-approved templates).
• Submits procurement files to relevant authorities for review and approval.
• Collect supplier’s signature on all Purchase Order pages and provide copy of PO to supplier.
Delivery is undertaken as per plans and warehouse personnel informed ahead of time:
• Inform relevant Warehouse point person about upcoming deliveries and provide set of document (PR, PO, items specification) for control against specifications and quantities.
• For program supplies (which will later be recorded in Stock tracker), fill relevant format and provide it to Warehouse manager in soft copy.
• 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.
Procurement of equipment is supported by individual equipment Asset Sheet to enable payment:
• Inform IT Officer when asset is being procured. Provide a copy of procurement file to IT Officer in order to record the invoice with an Asset tag number.
Payment is processed swiftly and in line with Terms & conditions:
• Collect invoice from vendor and control payment terms against purchase order (advance payments/installments already paid…), issue procurement memo when necessary.
• Attach GRN to procurement file with supplier’s invoice and facilitate prompt payment process from finance team in line with payment terms.
• Ensure swift delivery to final destination. For items procured in site A to site B, ensure items are entered in site A transit warehouse and promptly dispatched to site B. Collect final waybill upon confirmation of delivery to final destination (mentioned in PR delivery location).
Procurement files are archived in a well-organized and segregated filing system, including soft copy:
• Review procurement file prior to archiving, using Procurement checklist.
• At the end of project, ensure that all procurement files are collected, Procurement Tracking sheet is used to control that all procurement files hard copies are archived. Missing files should be sought from Finance department.
Petty cash enables swift procurement process:
• Based on weekly projections, request appropriate amount authorized in the cash advance procedure. CA amount should be used to procure basic procurement files with value under $500.
• Cash advance must be cleared to finance office prior to the end of the week. Clear pending advance before requesting a new cash advance.
• Act upon submission of a dully approved Purchase Request. Educate and support customers to ensure timely submission of approved PRs with sufficient details and realistic delivery target date.
• Provide in writing to customers: receipt of PR, Tracking number, confirmed target delivery date using customer service shaped communication.
Procurement tracking sheet online is accurately maintained:
• Update on daily basis all the PRs in charge: every procurement step is logged into PTS online
• Facilitate the supply of PTS on weekly bases to customers, segregated per project number.
International Medical Corps’ suppliers are pre-qualified; performance is measured and taken into account when invited to bid:
• Use lists of recommended suppliers provided by UN agencies, other NGOs… Able to explain why selected suppliers have been invited to bid.
• Regularly carry out market analysis, collect from potential suppliers: relevant documentation such as registration, tax certificates, owners’ ID, past contract references, invite most-technically-sound program personnel to conduct documented technical assessment, evaluate supplier’s capacity (warehouse, staff…); conduct Bridger Insight screening… and build an individual Supplier file for successfully prequalified vendors.
• Documented under-performance of suppliers is reported and taken into account during bidding evaluation process.
Transparent competitive bidding supports improved project Value for Money:
• Undertake competitive bidding process 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 source, procure directly from (in priority pre-qualified) supplier.
• For Negotiated procedure with RFQ, draft Request for Quotes, launch bidding process, collect quotes (in sealed envelopes when necessary), evaluate offers (in tender committee when necessary), propose recommended supplier, record and implement committee conclusion.
• Negotiate business terms and conditions, prices, quality to the benefit of International Medical Corps.
• Draft Purchase orders (or contracts as needed, using standard-approved templates).
• Submits procurement files to relevant authorities for review and approval.
• Collect supplier’s signature on all Purchase Order pages and provide copy of PO to supplier.
Delivery is undertaken as per plans and warehouse personnel informed ahead of time:
• Inform relevant Warehouse point person about upcoming deliveries and provide set of document (PR, PO, items specification) for control against specifications and quantities.
• For program supplies (which will later be recorded in Stock tracker), fill relevant format and provide it to Warehouse manager in soft copy.
• 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.
Procurement of equipment is supported by individual equipment Asset Sheet to enable payment:
• Inform IT Officer when asset is being procured. Provide a copy of procurement file to IT Officer in order to record the invoice with an Asset tag number.
Payment is processed swiftly and in line with Terms & conditions:
• Collect invoice from vendor and control payment terms against purchase order (advance payments/installments already paid…), issue procurement memo when necessary.
• Attach GRN to procurement file with supplier’s invoice and facilitate prompt payment process from finance team in line with payment terms.
• Ensure swift delivery to final destination. For items procured in site A to site B, ensure items are entered in site A transit warehouse and promptly dispatched to site B. Collect final waybill upon confirmation of delivery to final destination (mentioned in PR delivery location).
Procurement files are archived in a well-organized and segregated filing system, including soft copy:
• Review procurement file prior to archiving, using Procurement checklist.
• At the end of project, ensure that all procurement files are collected, Procurement Tracking sheet is used to control that all procurement files hard copies are archived. Missing files should be sought from Finance department.
Petty cash enables swift procurement process:
• Based on weekly projections, request appropriate amount authorized in the cash advance procedure. CA amount should be used to procure basic procurement files with value under $500.
• Cash advance must be cleared to finance office prior to the end of the week. Clear pending advance before requesting a new cash advance.
Qualifications
• At least Institute degree in one of the following field or related: Business/Trade, Supply Chain, and Management.
• At least 2 years of experience in Logistics and/or Supply Chain (private or/and NGO)
• Excellent use of MS Excel and Word.
• English Skills: (Able to read, analyze, and interpret business contracts, technical procedures, or governmental regulations. Ability to write reports).
• Outstanding organizational and problem-solving skills, analytic & pragmatic.
• Ability to define problems, collect data, establish facts, and draw 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.
• At least 2 years of experience in Logistics and/or Supply Chain (private or/and NGO)
• Excellent use of MS Excel and Word.
• English Skills: (Able to read, analyze, and interpret business contracts, technical procedures, or governmental regulations. Ability to write reports).
• Outstanding organizational and problem-solving skills, analytic & pragmatic.
• Ability to define problems, collect data, establish facts, and draw 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.
Salary and Benefits
TBC
About us
Humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs.
Required employees number
1
Posted On
May 15, 2018
Expiry Date
May 31, 2018
Photo
Required
CV Language
English