Job ID
27932

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 of all goods received to the program as well as onward tracking to the point of use or distribution, provide support to ensure effective procurement to allow programs to effectively and efficiently track the goods they have ordered
- To coordinate closely with the Warehouse manager to help ensure procurement file under her custody is well managed and communicated.

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, embassies, 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, 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.
- Maintain supplier tracking sheet. Track and record suppliers’ performance based on in-country agreed indicators (quality, effectiveness, efficiency, payment terms, flexibility…).
- 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.
- Negotiate business terms and conditions, prices, quality to the benefit of International Medical Corps.
- Execution of high value PRs over $20k including service contract, Rent Contracts, and contract management as per PR assigned by senior procurement officer.
- Draft Purchase orders (or contracts as needed, using standard-approved templates (Cost Point System).
- Submits procurement files to relevant authorities for review and approval.
- Adhere to all new process applied in the mission.

Delivery is undertaken as per plans and warehouse personnel informed ahead of time:

- Inform relevant Warehouse point person about upcoming deliveries and provide copy of PO (and procurement documentation when necessary) 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.

Procurement of equipment is supported by individual equipment Asset Sheet to enable payment:

- Inform asset manager when asset is being procured. Provide a copy of procurement file to asset manager.
- Upon receipt of the asset, request asset sheet from asset manager (including asset number). Place asset sheet in procurement file to enable payment. The Payment should not be processed without asset sheet to be present.

Payment is processed swiftly and in line with Terms and 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. Collect final waybill upon confirmation of delivery to final destination (mentioned in PR delivery location).
- Ensure payments are made in timely manner, assist with following up on the payment of suppliers.

Reporting:

- Weekly update of the order follow up.
- Quarterly update of the prices catalogue and suppliers list.

Procurement files are archived in a well-organized and segregated filing system, including soft copy:

- Review procurement file prior to archiving, using Procurement checklist.
- Archive complete procurement file in grant-specific file box.
- Archive soft-copy of procurement files following the structure: Grant / Month / PR#. xls file contains PR, BS, PO, (and relevant scanned/soft copy quotes).
- 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.
- Cash advance must be cleared to finance office prior to the end of the week. Clear pending advance before requesting a new cash advance.

Findings in Tests of Transaction are corrected promptly and used to improve quality of documentations system:

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

Contract schedules is maintained and weekly cash projections shared with Procurement Manager:

- Maintains contract schedules for each contract including start/end date, payment schedules.
- Provide Procurement Manager with weekly cash projections based on planned expenses.

Compliance:

- Promotes and encourages a culture of compliance and ethics throughout International Medical Corps
- As applicable to the position, 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
- 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.
- Excellent use of MS - Office (Outlook, 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.



Specific Vacancy Requirements
- 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
- Being able to handle the high work pressure.
- Good Communication Skills.
- Able to work within a team.
- Good Negotiation Skills.
- Preferred to be able to travel between all Syrian governorates

Salary and Benefits
As Per IMC Salary Scale.

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please notify International Medical Corps at report@InternationalMedicalCorps.org”



ANNOUNCEMENT WILL BE CLOSED MANUALLY UPON REACHING SUCCESSFUL CANDIDATE. SUCCESSFUL CANDIDATE IS REQUIRED TO JOIN IMMEDIATELY
WOMEN ARE STRONGLY ENCOURAGE TO APPLY.



About us
Humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs.

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.

Required employees number
1

Posted On
Nov 12, 2021

Expiry Date
Nov 27, 2021

Photo
Required

CV Language
English




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