Procurement & Logistics Officer - USAID / OTL at the International Rescue Committee (IRC)

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

We are recruiting to fill the position of:

Job Title: Procurement & Logistics Officer - USAID / OTL

Requisition ID: req21141
Location: Maiduguri, Borno
Employment Type: Full-Time
Sector: Supply Chain
Employment Category: Regular
Open to Expatriates: No

 Background / IRC Summary

• The IRC has been present in Nigeria since 2012 when the organization responded to flooding in Kogi state. In February 2014 the IRC moved into Adamawa State in NE Nigeria to provide humanitarian interventions through a multi-sectoral, integrated approach for conflict affected populations.
• IRC Nigeria now operates a country office in Abuja and field offices in Mubi and Yola of Adamawa State, Maiduguri and Monguno of Borno State and Damatru of Yobe State.
• Currently, IRC Nigeria implements programs primary health care, nutrition, environmental health, women’s protection and empowerment, protection, child protection, education, food security & livelihoods.

Job Overview / Summary

• The Procurement and Logistics Officer is responsible for working closely with Procurement and Logistics team, internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation.  
• Responsible for the efficient and effective management of the IRC USAID/OTL fleet, warehouse, and assets in Yobe.

Major Responsibilities
Procurement Planning:
The Procurement Officer is responsible for working closely with Procurement Manager, internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation. Supply chain planning includes:

• Preparing and implementing procurement plans
• Implementing all IRC procurement SOPs
• Collecting, organizing and analyzing data
• Monitor supply market and conduct market surveys & analysis.

Procurement:

• Responsible for implementing procurement plan & strategies and ensures all program procurement needs are met on time in accordance with GSC and donors’ standards. This includes:-
• Support in development of procurement specifications
• Processing approved Purchase request through the procurement software (online BVA) and ensuring data accuracy.
• Request for quotations / proposals.
• Participate in tender meetings & evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that is transparent and documented.
• Demonstrate value for money in procurement.
• Review procurement documents for accuracy before taking payment for approval.

Contract Management:

• Responsible for managing contracts and supplier performance to ensure that terms & conditions, standard operating procedures are adhered to as provided by GSC. This includes:-
• Preparing and executing contracts for recommended bidders
• Timely renewal of running contracts.
• Execute contracts against set performance indicators.

Supplier Management:

• Responsible for managing supplier relationships and performance to ensure that there is precise record keeping as provided by GSC. This includes:-
• Maintain suppliers file and documentation
• Documents supplier performance
• Maintain supplier performance score cards.

Compliance and Ethics:

• Assist in implementing donor rules & regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through:-
• Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures in identifying and reporting procurement red flags,
• Implementing internal and external audit corrective action plans (CAPs)

Warehouse Management:

• Be accountable for periodic cycle count as per the standard operating procedure to ensure that stock management system is adhered to by the staff/storekeepers.
• Lead in conducting fiscal year end stock inventories and ensure that effective stock inventory report    is produced.
• Assist programs to establish and implement a reliable stock distribution plan to avoid closed grant or expired items in the warehouses.
• Provide on-going training and support to base warehouse staff/Storekeepers in their relevant functions and reporting.
• Oversee warehouse operations ensuring proper stock-keeping records, storage conditions, security, and facility maintenance.
• Provide support to warehouse staff as required in managing and documenting the receipt, handling, storage, dispatching and reporting of goods through the IRC warehouse(s).
• Finalize monthly report for the expendables store outlining all stock movements and remaining balances.
• Maintain records/authorizations for warehouse staff designated to receive and dispatch goods.
• Ensure warehouse and stocks are secure, well managed and documented.

Asset Management:

• Ensure proper tracking, maintenance, and recording of all IRC assets, which will lead to an accurate asset database at all times.
• Ensure that each staff member is accountable for every asset assigned to them through the use of the Equipment Issue / Receipt forms.
• Implement maintenance systems and procedures for assets, including follow-up.
• Ensure quarterly physical check of assets and submission of asset reports to assets officer and logistics manager for review.
• Liaise with assets officer & logistics manager to recommend disposal of assets is reviewed and implemented on an annually as per IRC and donor requirements regulations.

Fleet and Transport Management:

• Oversee the management of the transport fleet & generators.
• Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program teams and Base Manager.
• Ensure that systems are in place to account for transported goods.
• Prepare monthly reports on Fuel Usage, Mileage, and spares expenditures by vehicle& generators for review, general reporting, and analysis for continuous improvement.
• Ensure management, tracking, maintenance, and reporting of all IRC vehicles & generators according to IRC policy.
• Any other duties or tasks delegated by his/her supervisor.

Reporting:
The Procurement Officer is responsible for preparing and submitting accurate:

• Monthly PRTS report to the Procurement Manager by 1st of every month.   
• Support with developing and updating the procurement plans (assigned) as required.
• Submit monthly list of commitments to Procurement Manager/Supply Chain Coordinator and Finance
• Submit periodic BVA procurement tracking report for specific Grants you’re assigned to.
• Responsible for compiling regular reports on inventory stock levels, assets and fuel consumption on weekly & monthly basis.

Key Working Relationships

• Position directly supervises: procurement assistants and Drivers

Other Internal and/or external contacts:

• Internal: Regular relationships with program staff, Operations and country Supply Chain staff at all levels
• External: Vendors and Services providers.

Qualifications

• Education: Diploma in Business Administration/Financial Accounting or Logistics & Procurement related field preferred.
• Work Experience: Minimum of 2 years’ experience in logistics & Procurement related roles preferrable in an INGO setting.

Demonstrated Skills and Competencies:

• Attention to detail.
• Strong supervisory skills.
• Team spirit and problem-solving skills.
• Computer skills (Microsoft word, Excel etc.).
• Strong organizational, interpersonal and communication skills.
• Possess leadership qualities and willing to exercise initiative.
• Strong supervisory skills.
• Able to work effectively in a highly matrixed structure
• Good mathematical skills.

Language Skills:

• Fluently speak and write English language clearly (Hausa/Kanuri is an added advantage). 

Working Environment

• The position is located in Maiduguri, Borno State. The situation in northeast Nigeria continues to be volatile and the security phase is RED. The situation in Borno is in RED at the moment but remains tense and unpredictable; concerns include criminality.
• There is active conflict in many parts of the country and a possibility for further expansion of the conflict and violence into other areas and other states. IRC will provide suitable workspace space in the Maiduguri office.

Standards for Professional Conduct

• The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. 
• In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Application Closing Date
Not Specified.

How to Apply
Interested and qualified candidates should:
Click here to apply online