Officier Senior Approvisionnement

The Senior Procurement Officer is responsible for managing the purchasing teams, the data in the Integra system, and providing effective supply chain support throughout the program. They ensure the efficient implementation of the supply chain, in accordance with IRC policies and donor requirements. They are an integral part of the Operations team and work under the supervision of the Supply Chain Manager and in close collaboration with the finance and program teams.

V

Procurement Compliance and Management : Ensure that supply chain/security policies and procedures comply with IRC and applicable funding source policies, procedures, and requirements. All sites and staff act in accordance with these policies.

Preparation and implementation of supply plans in close collaboration with the programs;

Ensure the management and monitoring of purchasing data;

Ensure the monitoring of the implementation of the Master Procurement Plan in accordance with the Item Forecast of the projects;

Produce a weekly report on Purchase Order data;

Create a ticket for updating data in the Integra system and follow up on it;

Supporting purchasing teams in identifying suppliers of goods and services;

Support in monitoring MPA and MSA and carrying out supplier evaluations;

Support the Administration in purchase requests in the Integra system;

Planning and preparation of purchases according to existing supply plans;

Support in developing supply specifications;

Managing the process of requesting quotes from suppliers (RFQ);

Request for Proposal (RFP) process management;

Participate in tender meetings and evaluations;

In collaboration with the procurement committee, define negotiation objectives within the framework of open tendering processes;

Promote a professional and positive image of IRC and maintain good professional relationships with suppliers;

Implementing due diligence for suppliers includes conducting reference checks, supplier visits, etc.

Continuously research and negotiate prices to obtain the best value for money – from suppliers and check the conformity and quality of the goods offered;

Prepare the analysis of bids and other tender documents for approval;

Submission of supply reports on a monthly basis;

Managing relationships with those requesting goods and services;

Collection, organization and analysis of purchasing data;

Under the guidance of the procurement committee, conduct a cost analysis of the market;

Verify the accuracy of the supply documents before accepting payment for approval;

Prepare contracts for the recommended bidders;

Establish the price list; Keep the price list/catalog up to date and inform the programs of any changes;

Provide consistent and ongoing support to other departments to ensure compliance with Supply Chain policies and procedures;

Using the various tools and mechanisms in place at IRC, identify red flags that could potentially expose the organization to fraud risks;

Ensure electronic and physical filing of administrative and purchasing files from suppliers;

Identify and address red flags of fraud and corruption.

Program development

Advise program and field management teams on context-specific risks related to the local market and underconsumption, and contribute to the development and implementation of mitigation measures and plans. Attend grant/program meetings to ensure that procurement needs are budgeted.

Human Resource Management:

Provide technical support to the staff at the sites (Muyinga and Ruyigi);

Conduct SOP review sessions related to purchasing;

Conduct training sessions on SOPs related to purchasing.

Others :

Any other responsibilities that may be assigned by supervisors (hierarchical or technical).

Personal characteristics :

Perfect personal integrity and sense of ethics;

Rigour and attention to detail;

Strong supervisory skills;

Team spirit and problem-solving skills;

Proactivity, flexibility and the ability to manage multiple tasks.

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