Procurement Officer Vacancy-Job Ref: WJHTIRC/0906/202524

Procurement Officer Vacancy-Job Ref: WJHTIRC/0906/202524

Port-au-Prince (Haiti)

Job Description

The IRC worked in Haiti from 2010 to 2016, first launching an emergency response to the earthquake and then implementing programs in child protection, water and sanitation, health, women’s protection and empowerment, and economic recovery in Port-au-Prince and beyond. Since closing its country office in 2016, the IRC has continued to provide operational, technical, and financial support to a small number of Haitian NGO partners, including in response to the 2021 earthquake. Haiti was identified as one of the 20 countries most at risk of a new major humanitarian crisis—or a significant worsening—in the coming year in the IRC’s 2023 and 2024 Emergency Watch List, due to its political instability, gang violence, increasing food insecurity, disease outbreaks, and climate shocks that could lead to a rapid escalation of the humanitarian crisis.

In early 2023, the IRC reopened its operations in Haiti and scaled up its emergency response with an entirely partner-led response in Port-au-Prince and surrounding communities. The focus was on neighborhoods heavily affected by gang violence, as well as those with limited access to health care and services for survivors of violence and/or cholera hotspots. The IRC is also engaging with partners in the Artibonite and West departments to address unmet needs in these areas.

The IRC’s Emergency Humanitarian Access Unit (EHAU) led the initial emergency response and supported the establishment of a national program that can be fully transferred to the Latin American region (LATAM).

Job Overview

The Procurement Officer (PO) will be responsible for implementing procurement functions for the IRC Haiti office. The incumbent will purchase supplies, services, and equipment for the program while ensuring good practices and maintaining audit-compliant records. The PO will ensure that all purchases of goods and services are made transparently, at the best available price, and in compliance with IRC and donor procurement policies and procedures.

Responsibilities:

Purchasing planning:

Working closely with the Supply Chain Manager and other internal and external parties, the PO will:

Collect, organize and analyze market information and data to enable effective purchasing planning.
Support the development and implementation of procurement plans following IRC procurement Standard Operating Procedures (SOPs).
Monitor the supply market and conduct market research and analysis to ensure value for money in purchasing.
Identify risks in the procurement process and support the development of mitigation strategies.
Coordinate with program teams to forecast procurement needs and ensure alignment with project schedules.

Supply :

Work with program and operations staff to develop purchasing specifications and ensure they meet program requirements,
Carry out supplier sourcing to have more qualified suppliers in order to expand IRC’s supplier database,
Process approved purchase requests, ensuring the accuracy of information and data,
Prepare launch files, bid analyses and other tender documents for approval,
Conduct transparent and documented negotiations with suppliers,
Issue purchase orders and contracts,
Check the accuracy of purchasing documents before submitting them for payment approval,
Coordinate with finance, grants and program departments to ensure procurement processes are completed smoothly and on time.
Ensure compliance with IRC procurement policies and donor regulations throughout the procurement process.

Ensure that all purchasing records are maintained in accordance with the IRC archiving policy,
Update the mission’s purchasing tracking to have the progress of the purchasing process.
Contract management:

Prepare and execute contracts for recommended bidders.
Renew qualification contracts and framework agreements in a timely manner.
Execute contracts based on defined performance indicators.
Monitor the execution of contracts and ensure compliance with general conditions.
Provide advice on contract management and resolution of any contract related issues.
Supplier Management:

Maintain supplier records and documentation.
Monitor, evaluate and document supplier performance.
Maintain supplier performance dashboards.
Conduct supplier assessments and provide feedback to improve performance.
Maintain a database of reliable and efficient suppliers.

Identify and analyze compliance risks in procurement processes.
Implement donor rules and regulations for all purchases.
Conduct due diligence on suppliers, including checking references and visiting suppliers.
Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
Identify and report procurement red flags throughout the supply value chain.
Promote a culture of ethical purchasing practices and adherence to organizational policies.
Reports:

Contribute to accurate and timely reporting on purchases.
Prepare and submit accurate monthly purchasing reports to the Purchasing Manager.
Prepare periodic procurement monitoring reports for specific grants awarded.
Provide strategic insights and recommendations based on procurement data and reports.
Partnership Management

Support partners in the procurement process.
Organize training sessions focused on procurement to strengthen partners’ capacities.
Conduct regular and ad hoc monitoring visits to assess partner performance.
Provide timely and accurate reports on training and monitoring activities.
And any other additional tasks at the request of the direct line manager.
Job Requirements:

Training:

Bachelor’s degree in business administration, financial accounting, logistics or a related field.
Advanced degree or professional certification (e.g., CIPS) preferred.
Professional experience:
At least two years of professional experience in supply chain operations, with an emphasis on procurement.
Experience working with NGOs is preferred.
Demonstrated skills and competencies:
Knowledge of procurement procedures and practices.
Proven success as a procurement manager within the supply chain, including planning, sourcing and logistics.
Strong collaborator and influencer with effective interpersonal and analytical skills, able to work seamlessly across cultures, organizational units and suppliers.
Extensive knowledge and experience in procurement plans, strategies, market analysis techniques, sourcing and contracting.
Strong negotiation skills.
Excellent skills in market analysis and sourcing strategies.
Ability to work effectively in a highly matrix structure.
Computer skills (Microsoft Office Word, Excel spreadsheets, Outlook).
Language requirements: Fluency in French and English, Spanish is an asset.
Tags
procurement officer
supply chain

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