Logistics and Procurement Officer at Ipas

he Logistics and Procurement Officer is responsible for providing operational support to Ipas staff and governmental and non-governmental partners involved in carrying out Ipas's mission in the DRC. This support consists of organizing the necessary logistics for each of Ipas's and partners' activities, both in Kinshasa and in the provinces. They ensure strict adherence to procurement procedures. They coordinate the supplier selection process, the development of specifications, contracting, documentation, evaluation, and validation of services. They ensure that a central documentation and archiving system for documents related to logistics and procurement procedures is fully operational within the Ipas office. They manage the warehouses for supplies and consumables and ensure the ordering, receipt, and supply of health facilities and pharmacies in collaboration with the health advisor and the monitoring and evaluation officer. They also ensure the security and proper functioning of the organization's IT equipment.  

Organizational Leadership and Strategy

• Collaborates with other Ipas DRC teams, providing technical advice regarding SOPs and policies for purchasing, procurement and logistics management.

Financial management and risk management

• Works under the supervision of the Senior Finance and Operations Advisor and collaborates with all units of the Country Office, including the program and administration, to ensure proper management of procurement and supplies.

Technical or functional aspect of the position

• Organize and participate in the purchasing committees of Ipas DRC and provide secretarial services;
• Collaboration with suppliers and other external vendors to plan and execute events outside of our centers;
• Ensure that the database of suppliers approved by IPAS DRC is regularly updated based on feedback provided on supplier performance;
• Ensure the drafting of purchase contracts for goods and services and submit them for validation;
• Monitor supplier contracts and initiate renewal or change before expiry dates;
• Organizing travel arrangements for Ipas staff, processing expense reports, submitting documentation for review;
• Ensure administrative purchases of goods and services by keeping the purchase tracker up to date in accordance with the Ipas DRC procurement manual and/or other donor requirements;
• Support the organization of external and internal activities (seminars, workshops, conferences) including purchases related to catering services, conference room rental and accommodation in accordance with logistical procedures;
• Ensuring the management of commodity and consumable stocks, ordering, receiving, distribution and monitoring of last-mile packaging.
• Ensure the supply, supervision and management of stocks of medical equipment; non-medical, commodities and consumables, as well as inventories in accordance with prescribed procedures;
• Maintain the register of valuable assets and ensure that the fixed asset inventory is updated in accordance with Ipas procedures and/or lessor requirements as required;
• Participate in the negotiation of the terms and conditions for the establishment of framework contracts for goods and services within the framework of Ipas' activities;
• To manage the processes of transferring materials and goods to provinces or abroad as appropriate.
• Organize the sharing of experiences and lessons learned with Ipas staff and partners in the logistics sector, particularly regarding the maintenance of the supply chain for sites supported by Ipas.
• Strengthen the operational capacities of the organization's implementation partners
• Ensure the safety of the organization's staff and apply the most up-to-date security standards and maintain contact with security clusters.
• Ensure the functionality and security of the organization's IT equipment.
• To monitor construction and rehabilitation work.

Resource mobilization

• Provide information regarding supply and consumable requirements to the planning and resource mobilization team

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