Responsibilities

• Procurement Planning:
• The Procurement Assistant is responsible for working closely with the Procurement officer and Manager, internal and external stakeholders to ensure effective procurement planning and preparation to support program implementation.
• Supply chain planning includes:
• Preparing and implementing procurement plans
• Implementing all IRC procurement SOPs
• Collecting, organizing and analyzing data
• Monitor supply market and conduct market surveys & analysis.
• Updating supplier database & pricelists
• Carry out all documents photocopying, scanning, archiving procurement files & reception of goods.
• Proper filing of all procurement documents
• Follow up internally between the SC department and Finance department on procurement-related transactions.
• Sending a request for feedback regarding suppliers’ performance & update supplier files accordingly.
• Send Request for quotation for Market Survey, Proposals or Procurement of desired goods and services
• Establishment and maintenance of ethical, professional working relationships with suppliers.
• Responsible for implementing procurement plan & strategies and ensures all program procurement needs are met on time in accordance with GSC and donors’ standards.
• Support in development of procurement specifications.
• Processing approved Purchase requests through the procurement software (Integra) and ensuring data accuracy.
• Participate in tender meetings & evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that are transparent and documented.
• Demonstrate value for money in procurement.
• Perform Market Analyses by collecting, organizing, and analyzing market data and financial reports.
• Any other duties or tasks delegated by the Procurement and Logistics Manager and Procurement and Logistics Officer.
• Contract Management:
• Responsible for managing contracts and supplier performance to ensure that terms & conditions, standard operating procedures are adhered to as provided by GSC. This includes:
• Preparing and executing contracts for recommended bidders
• Timely renewal of running contracts.
• Execute contracts against set performance indicators.
• Supplier Management:
• Responsible for managing supplier relationships and performance to ensure that there is precise record keeping as provided by GSC. This includes: -
• Maintain suppliers file and documentation
• Documents supplier performance
• Maintain supplier performance score cards.
• Compliance and Ethics:
• Assist in implementing donor rules & regulations for all procurements (including any specific departmental procurement task assigned), Identifying and analyzing compliance risk in procurement processes through: -
• Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures in identifying and reporting procurement red flags,
• Implementing internal and external audit corrective action plans (CAPs).
• Identify, document and timely report any IRC procurement deviations following the mechanism in place for appropriate follow-up.
• Ensure all staff (international and national) are familiar with and comply fully with the IRC Way policies.
• Implement and sustain segregation of duties in procurement and other related functions.
• Review and provide feedback on assigned supply chain reports submitted by the country office.
• Develop and support the implementation of improvement plans.
• Implement discrete, time-bound Supply Chain initiatives which improve performance or compliance (i.e. implementing a post-audit corrective action plan).
• Fleet and Transport Management:
• Oversee the management of the transport fleet & generators.
• Ensure that vehicles are allocated to program/departments in an efficient manner and in coordination with Program teams and Base Manager.
• Ensure that systems are in place to account for transported goods.
• Prepare monthly reports on Fuel Usage, Mileage, and spares expenditures by vehicle& generators for review, general reporting, and analysis for continuous improvement.
• Ensure management, tracking, maintenance, and reporting of all IRC vehicles & generators according to IRC policy.
• Any other duties or tasks delegated by his/her supervisor.
• Reporting:
• The Procurement Assistant is responsible for preparing and submitting accurate:
• Month end report to the Procurement Manager by the 1st of every new month.
• Support with developing and updating the procurement plans (assigned) as required.
• Submit monthly list of commitments to Procurement Manager/Supply Chain Coordinator and Finance.
• Responsible for compiling regular reports on inventory stock levels, assets and fuel consumption on a weekly & monthly basis.
• Key Working Relationships
• Position Reports to: Procurement & Logistics Officer
• Indirect/Technical Reporting: Procurement & Logistics Manager, Director of Finance and Operations, Senior Supply Chain Coordinator and Supply Chain Coordinator.
• Key Internal Contacts:
• Country Program: Nigeria CP
• Region/Global: CRRD Region
• Key External Contacts: INGO supply Chain Cluster Partners