Delegate, Procurement and Supply Chain

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies (NSs). The overall aim of IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by NSs with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.”  IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas.  IFRC also has country cluster delegations and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.

Job Purpose

Reporting to the Head of Country Cluster Delegation, with technical guidance and support from the Regional Head of Global Humanitarian Services and Supply Chain Management (GHS&SCM), the Procurement Delegate will monitor activities and services to enable the delivery of procurement services in-line with IFRC procurement strategy and IFRC procedures ensuring right quality and optimized services that meets the requests of services users.

Job Duties and Responsibilities

Logistics standards and procedure

• Responsible for implementing and maintaining standard IFRC procurement procedures.
• Provide technical leadership on the conformance to IFRC guidelines with regards to procurement Standards, including logistics financial and procedural management of the procurement process and contract management, seeking clarification and guidance.

Budget Management

Responsible for the procurement management and running cost budget, adhering to the IFRC procedures.

• Monitor and report on all expenditure against approved logistics budget lines.
• Provide budget forecast for all logistics activities in country budget.
• Support programme on the design and revision of the programme budget.

 Staff Management

Provide coaching and on-the-job training to national and international staff and volunteers with regards to building capacity at local levels on procurement Standards and accountability to provide sustainable resource to the National Society.

Line management of procurement staff (national or international) as per the Logistics Department organization chart

• Supporting/directing those functions
• Setting clear objectives for all staffs
• Managing performance and appraisals

 Procurement

Responsibility for meeting the Delegation’s material, equipment and service requirements:

• Carry accountability for ensuring that all procured goods and services are compliant with IFRC regulations and quality standards, are fit for purpose and inspection compliant
• Manage the sourcing, procurement and delivery of national and international goods and services as appropriate in a timely and cost-effective manner.
• Obtain no less than three quotations, prepare a Comparative Bid Analysis and purchase recommendations, ensure that all information is systematically recorded in Purchase Committee minutes, where appropriate
• Manage all procurement contracts for goods and services, maintain records and track performance for all procurement contracts. Ensure a framework agreement is in place at the Delegation for all the recurrent administrative services.
• Ensure that an efficient and up-to-date asset and material tracking system is in place for all procurement and distributions.
• Identify and maintain an accurate and up-to-date supplier information database for regularly purchased items and keep informed of local market conditions related to procurement activities.
• Identify and maintain accurate supplier information for regularly purchased items: keep informed of local market conditions and establish and maintain good working relations with suppliers and inspection companies.
• Plan, coordinate, and organize country-level IFRC procurement activities in full compliance with IFRC Procurement Procedures and best practices to enable a high-quality, efficient, and cost-effective procurement process that meets the requests of the services users.
• Maintain and communicate a comprehensive data of all goods and services procured for operation, and registered suppliers to enable GHS&SCM to evaluate and instigate opportunities to consolidate supplier commercial arrangements for the benefit of the IFRC and its movement partners.
• If a voucher system of delivery is implemented, identify suppliers, monitor stock in supplier’s warehouse and monitor voucher delivery.
• Liaise with IFRC GHS&SCM Departments, on procurement and material supply issues as required.

Job Duties and Responsibilities (continued)

Strategy

• Support the programme managers in the identification and development of logistics components within programme plans.
• Plan, coordinate, and organize country-level IFRC procurement activities in full compliance with IFRC Procurement Procedures and best practices to enable a high-quality, efficient, and cost-effective procurement process that meets the requests of the services users
• Responsible for advising and validating the technical logistics and supply chain elements of programme plans.
• Liaise with the Head of Delegation and GHS&SCM, Africa Regional Office to develop and manage a sourcing plan to procure required materials and services for the IFRC Country Delegation in DR Congo (e.g., Operational procurement, IT equipment, software, and security items).
• Responsible for the development, implementation and management of the overall logistics Plan of Action for the Delegation, including all appropriate procurement and supply chain strategy/strategies to meet the requirements of the Delegation’s plans.

 Supply chain

• Overall responsibility for the performance of the Logistics Department.
• In conjunction with programme, develop, maintain, update and monitor key indicators of the supply plan to meet programme objectives.
• Liaise and coordinate with the relevant stakeholders regarding the delivery of supplies, and keep all parties informed, in a timely manner, of any changes.

 Report and filling

• Ensure that all procurement documents are filed and archived in a systematic manner.
• Responsible for all of the procurement Department’s narrative, financial and technical reports in a timely manner through the line manager,
• Develop monthly procurement reports and maintain accurate requisition date information for all active procurement requests related to the Delegation’s procurement activities.

 Other duties

• Oversee warehouse, physical asset tracking and the good maintenance of all equipment managed by the Logistics Delegate.
• Oversee all import / export for goods and personal effects for the Delegation.

Education

• Relevant university degree (such as Management, Development Studies, etc.)
• Master’s Degree in Logistics/procurement or related discipline
• Security training (IFRC or equivalent approved training organisation)
• Educated to degree level or equivalent in relevant subject; preference for Logistics, procurement and supply chain management
• Demonstrated high level of competency and experience in supply chain management and procurement can substitute for degree level qualification

Experience

• Strong international experience & ability to manage local staff/teams, direct logistics operations and manage resources
• A Minimum of 5 years’ experience in leading and managing logistics in a humanitarian organization in developing countries
• Ability to motivate, lead and work effectively through others to achieve operational objectives
• Experience of working with a Red Cross/Crescent Society and/or the Federation in Logistics. Demonstrate use of and compliance with IFRC Logistics Standards
• Strong procurement knowledge and experience, particularly in a large-scale / multiple items integrated supply-chain management
• Experience in the implementation & monitoring of logistics and procurement of multifaceted reconstruction and livelihoods projects, in a recovery context
• Experience of the use of Cash/Vouchers
• Ability to develop, manage and monitor budgets with regards to procurement, fleet management and asset/resource administration

Knowledge, Skills and Languages

• Good planning and analytical skills – must be able to identify key information ad evaluates, to set and achieves work tasks, taking into changing demands and plan and prioritise workload
• Strong communication skills – must be articulate, approachable, collaborative, supportive and an active listener, must demonstrate tact and diplomacy
• Effective reporting skills for organizational monitoring and donor accountability
• Excellent analytic and computer skills (MS Word, MS Excel, MS PowerPoint)
• Sensitive to diversity/can work cross culturally - in particular regarding the position of women in society and the sensitivity around ethnic divides
• Accountability – must take responsibility for decisions and actions, use information appropriately to assess/make informed judgments and/or take action
• Skilled in training, mentoring and coaching individuals and groups, as appropriate
• Capable of influencing and obtaining cooperation of individuals not under supervisory control, as a member of multinational team, and managing remote relationships to achieve results
• Highly motivated, self-starter able to lead a process, engage others and create ownership
• Flexible and willing to deal with ambiguity, changes and challenges
• Able to prioritize work, multi-task and meet deadlines
• Willing to travel and operate in a demanding working environment
• Proven competent security management experience in complex urban environments with large multi-disciplinary teams
• Excellent skills in networking with other agencies and organisations
• Valid international driving licence (manual gears)
• Fluent spoken and written both English and French
• Good command of another IFRC official language (Spanish or Arabic)

Competencies, Values and Comments

• Values: Respect for diversity; Integrity; Professionalism; Accountability.
• Core competencies: Communication; Collaboration and Teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust.
• Managerial Competencies: Managing Staff Performance; Managing Staff Development.
• Functional Competencies: Strategic Orientation; Building Alliances; Leadership; Empowering Others.

 

Female applications are highly recommended!