Procurement Officer

Background: Logistics Department works as a support function covering procurement, Logistics, transportation & Warehousing.

Job Purpose:  The Procurement officer works under the supervision of the deputy procurement manager. The senior Procurement Assistant is primarily responsible for the items and 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. S/He is expected to conduct procurement activities in a transparent manner under the management of the Senior Procurement admin officer

Main Responsibilities:

• In charge of the correct implementation of International Medical Corps procurement guidelines.
• Act upon submission of a dully approved Purchase Request.
• Provide in writing to customers: receipt of PR, Tracking number, confirmed target delivery date using customer service shaped communication.
• Will work directly on daily basis with senior procurement logistics officer.
• 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.
• 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.
• Draft Purchase orders (or contracts as needed, using standard-approved templates).
• Submit 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
• 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.
• 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 following structure: Grant / Month / PR#. PR# .xls file contains PR, BS, PO, TQS (and relevant scanned/soft copy quotes).
• Complete any PR or procurement work given from the line manager or supervisor.
• Will be the focal point to finalize all office procurement related to our filed offices.
• 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.
• With a close collaboration with senior procurement officer who will be directly supervising H/She will be responsible of all office Procurements. Monthly Office Payments including Main and filed offices (internet, generators, landline, stationery, kitchen supplies)
• Procurement of office Furniture.
• Will be responsible to finalize any Admin paper work related to logistics department (Preparing donation letters, Draft Contracts , etc. …)
• Will be the focal point to do Supplier field visits
• Assist with maintaining accurate filing systems, with documented and supported records of actions for audit purposes.
• Be flexible and manage your time accordingly, to be prepared to tackle other tasks commensurate with your role, and level of experience, at short notice.
• Will be directly reporting on a daily basis to the Deputy Procurement Manager who will assign most of his daily tasks.

Essential Qualifications:
Bachelor degree in any Business Administration or Equivalent

Essential Experience: 
2 years in Logistics & procurement field

Essential Competency:

• Language: Fluency in Arabic required with excellent levels of written and spoken English.
• Computer skills
• Strong knowledge of MS Office including MS Word, Excel, PowerPoint, and Outlook