Job Description

Job Title: Senior Officer, Procurement

Location: Yemen - Sana’a, YE (Primary)

Yemen Office: Sana'a

Category: Procurement

Date Needed By: 8/1/2024

Program Description (Background)

International Medical Corps 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 is a private, voluntary, nonpolitical, nonsectarian organization. Its 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.

Job Description

JOB SUMMARY: 

The Senior Officer, Procurement is responsible for the establishment and delivery of procurement services in accordance with International Medical Corps policies and procedures, donor and host country regulations.

Senior Officer, Procurement is responsible to:

• Ensure all directly managed or supervised procurements are performed in an ethical and transparent manner in line with applicable rules and regulations, ensuring best Value for Money.
• Ensure procurement actions are documented, properly filed and audit ready.
• Orient, train and supervise performance of staff under line management. 
• Support implementation of Procurement plans throughout project life cycle. 
• Ensure procurements tracking for assigned purchase request is up-to-date and available to stakeholders.
• Ensure vendors are registered / vetted prior placing order and their performance is monitored.
• Support supervisor in establishing sourcing and contracting strategy for the country based on program needs.

Senior Officer, Procurement reports to Procurement Manager or another manager, as per applicable team structure.

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:

MAIN TASKS AND RESPONSIBILITIES

• Responsible for the timely and transparent acquisition of equipment, supplies and services, for program support and implementation, while ensuring compliance with IMC, host government and Donor’s procedures and regulations.
• Ensures compliance open, transparent, ethical and free competition in procurement activities with aim to achieve best value for money.
• Support market surveys.
• Ensures that vendors are registered, assessed, screened and prequalified (as required) prior placing order.
• Ensures that performance of vendors is monitored and documented to mitigate risk of future engagement of under-performing vendors.
• Support update of Service Level Agreements (SLAs) to ensure clear understanding by all stakeholders on delivery timelines for different commodity categories subject to source market.
• Support the development and updates of the project Procurement Plan and ensures timely bids solicitation against approved purchase request.
• Support Country Procurement Strategy implementation.
• Support program team with cost estimates whenever required.
• In collaboration with program team and supervisor ensures that bid solicitation documents are correctly prepared and include adequate procurement selection criteria communicated to all bidders.
• Responsible for assigned or supervised bidding processes including review of procurement requisitions, solicitation of quotes, collecting quotes, comparing bids or supporting their evaluations, recording committee conclusion and placing authorized orders.
• Ensures utilization of available Blanket Purchase Agreements (BPAs).
• Ensures complete and compliant procurement documentation is submitted for review and approval.
• Promotes enhanced business and negotiation practices, positive and ethical business relations with vendors.
• Ensures regular updates of procurement tracker.
• Ensures that documents required to process quantity and quality controls (including samples where applicable) are available timely with staff tasked to process count and Quality Control at the time of commodities or services handover.
• Check received vendor invoices against approved order and confirmation of delivery.
• Ensures timely payment request to Finance, in line with order payment terms.
• Collects and share feedback from requesters/users and business partners/suppliers to supervisor.
• Work with supervisor to identify priority areas to improve International Medical Corps procurement.
• Ensures correct use of item catalogue use in procurement activities.

Staff Capacity building and Learning & Development:

• Inducts, coaches, trains, and mentor staff 
• Participates in orientation of other departments’ staff as tasked. Maintains open and professional relations with team members, promoting a strong team spirit and providing guidance to enable staff to successfully perform in their roles.

Compliance, Audit and related controls

• Responsible for compliance of performed or supervised procurement actions with IMC policies and procedures and applicable donor rules s and local laws and regulation.
• Implements required control mechanisms over procurement business processes compliance.
• Remains up to date with donor policies and procedures related to procurement.
• Identifies risks related to assigned and supervised procurements and implement mitigations measures. 
• Maintains accurate filing systems, with documented and auditable records of procurement transactions and reports. 
• Ensures timely submission or availability information required for mandatory reports.
• Responsible for implementing correctives measures identified as result of self-control, audit or compliance review.
• Ensures Export Compliance requirements for all assigned procurement actions.

Fraud prevention

• Committed to fraud prevention, detection, reporting and fraud risk reduction as per IMC policies and procedures, donor rules and local laws and regulations.

Logistics Management & Information System (LMIS)

• Contributes to implementation of software solution for procurement at country level.
• Ensures LMIS users, under supervision, are trained and use software solutions in a consistent and accurate manner.

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.

Job Requirements

MINIMUM QUALIFICATIONS

• Typically, a Bachelor's degree in Procurement, Logistics, Supply Chain Management. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Typically, 5+ year of relevant experience working in Procurement and/or Logistics
• Good interpersonal and team skills 
• Commitment to and understanding of IMC’s aims, values and principles 
• Basic IT experience. 
• Fluency in written and spoken English is desirable
• Relevant qualifications or training courses is a plus 
• Experience of building and developing the capacity of logistics staff 
• Strong knowledge of MS Office including MS Word, Excel, PowerPoint, and Outlook  
• Organizational and problem-solving skills with analytic approach.  
• Strong interpersonal skills.  
• Ability to work in participatory manner with staff to assess needs, implement and monitor activities.  
• Ability to integrate and work well within multi-ethnic and multicultural team.  
• Ability to work in harsh conditions, often in remote areas,  

Additional Technical or Language Requirements

Please note, for Yemen-based roles, we are only able to accept applications from candidates who are eligible to work in Yemen. Since the position is a national role, we are unable to progress applications that would require sponsorship. 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 report to International Medical Corps at the website provided at the end of this document. Website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com. Please do not submit your CV or application to this website, it will not be considered for review

CODE OF CONDUCT

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report. If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

SAFEGUARDING

It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, and any form of trafficking in persons.

EQUAL OPPORTUNITIES

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 as a veteran.