Procurement and Logistics Officer

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

This role is responsible for providing support to Logistics, Procurement and Supply Chain Management for Moldova country office ensuring compliance of International Federation of the Red Cross and Red Crescent policies and Moldova legislations.

Job Duties and Responsibilities

Procurement

• Local procurement of emergency relief and response related commodities in compliance with the Federation standard procurement procedures and processes.
• Procurement of services for Operations, country office, membership (based on the integration agreement),NS and external parties ensuring compliance with the Federation standard procurement procedures and processes.
• Sourcing, evaluating, and selecting local suppliers.
• Produce timely and accurate reports (statistics and analysis) as needed, provide input to the regional / global procurement report;
• Liaise with inspection superintendent companies to ensure quality control and conformity with required specifications.
• Following up with vendor invoices and sharing with relevant departments.
• Research market intelligence on different supplies and maintain accurate and up-to-date supplier database for supplies and be kept informed of local, regional and international market conditions.
• Establish and maintain a good professional working relationship with suppliers, forwarders and inspection companies.
• Ensuring compliance with donor and audit requirements; keep all procurement files complete and up to date.

Logistics

• Establishing/maintaining customer service working relations with all service users both from IFRC or externally.
• Organising the transportation, customs clearance, and other formalities for all in and outbound relief item consignments.
• Preparation of purchase requisitions as required.
• Filling of document both physical and electronic folders.
• Ensure timely communications with relevant other functions within the IFRC (finance, administration, operations, etc)
• To liaise with international, government and non-government organisations if required and collaborate with them where appropriate.

Warehousing

• Handling all inbounds shipments to IFRC/Moldova RC warehouses: by preparing the warehouses; by ensuring all necessary documentation is received; by storing the goods in a safe manner; by entering the information onto the warehouse management system LOGIC / ERP and follow-up files; and by providing a goods received notes to the relevant department.
• Organising local labour to ensure a timely and efficient reception or/and dispatch of goods from the warehouses.
• Carrying out quarterly stock takes of the warehouses and to provide support for the end of year financial stock take.
• Maintain the warehouse management system LOGIC / ERP with timely and accurate information.
• To fully maintain all files information regarding warehousing matters.
• To support in training and developing National Society staff, volunteers, local staff employees, as required.

Job Duties and Responsibilities (continued)

Fleet

• Implementing and maintaining Federation standard practices in fleet management.
• Ensuring correct vehicle usage procedures by delegation drivers as per the drivers’ rules and regulations.
• To provide support in testing, training of national fleet management staff, volunteers, and National Societies (NS)
• Maintaining, fleet files containing documentation with records of mileage, fuel, maintenance and repairs, accidents, and financial information.
• To support in ensuring all fleet documents are filled both electronic and physical files as per SOP.
• Sending fleet wave offline monthly reports to the regional office.
• To ensure that vehicle service intervals are closely monitored, and that service is carried out in a satisfactory manner.

Duties applicable to all staff
1.    Actively work towards the achievement of the Federation Secretariat’s goals 
2.    Abide by and work in accordance with the Red Cross and Red Crescent principles
3.    Perform any other work-related duties and responsibilities that may be assigned by the line manager

Education

Required:

• Bachelor’s degree in relevant field of logistics or procurement or related field.

Experience

Required:

• 5 years of professional experience in general logistics and procurement, including warehousing, transportation, customs clearance.

Preferred: 

• Experience in international Institution/ Similar Industry.

Knowledge, Skills and Languages

Required:

• Problem solving skills.
• Excellent communication and reporting skills.
• Ability to work in a cross-cultural and cross-functional environment.
• Strong interpersonal skills and good understanding of the global organization.
• Self-supporting in computers (Windows, Excel, Word).
• Valid driving license.
• Must be able to always travel at short notice and to work outside normal working hours as the situation requires and under stressful working condition.
• Ability to work toward tight deadlines and handle multiple tasks.
• In good mental and physical health.
• Fluently spoken and written English, Romanian and Russian.

Preferred:

• Good command of another IFRC official language (French, or Spanish).

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