Procurement Assistant

Background/IRC Summary:  

The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Today, 13.4 million people in Syria - more than half of the country's population - are in need of humanitarian assistance with needs increasingly being exacerbated by economic decline. Of these, 6.8 million are refugees and asylum-seekers who have fled the country. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.

IRC is offering a robust humanitarian response to the Syria crisis a rapidly expanding portfolio, supported by more than 1000+ staff in Syria Country Program. IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, early childhood development, education, women’s protection and empowerment, non-food items and food distribution, cash assistance, water and sanitation, protection and rule of law, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.

Job Overview/Summary:

Reporting to Procurement Officer, the Procurement Assistant is responsible for the efficient procurement support of functions for IRC’s office in Raqqa, Syria.  The Procurement Assistant must be able to rapidly procure Program supplies, services, and equipment, whilst ensuring best practices and maintaining audit-compliant records.

Responsibilities:

• Read, understand, and implement standards involved in procurement as defined in manual and SOPs.
• Follow-up with program and support the teams to submit purchase requests.
• Manage to procure all necessary items for programs, offices, and residences.
• Purchase materials in a appropriate quality, price and timely delivered.
• Maintain the IRC Purchase Request Tracking Sheet and submit routine reports to the Procurement Manager.
• Prepare procurement contracts and Purchase Orders.
• Ensure that payments are submitted to finance department without any delays.
• Coordinate with finance team in clearing payments against procured supplies and obtained services. 
• Establish and maintain an ethical and professional working relationships with suppliers and service providers in the best interest of program activities.
• Update suppliers/service data base on monthly basis.
• Conduct regular market surveys to ensure that IRC is receiving the best value for money.
• Maintain a complete filing system for all procurement related documents according to IRC Procurement Manual.
• Ensuring that procurement is carried out in accordance with IRC and donor-specific polices.
• Attend all the procurement committee meetings and take minutes.
• Ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.
• Ensuring that a transparent and responsive procurement process is implemented and maintained.
• Routine communication, coordination and planning with the relevant requesting staff / programs regarding the order and delivery of supplies.
• Ensuring that all Supplies, services, and equipment’s required are delivered in time.
• Establishment and maintenance of ethical, professional working relationships with suppliers.
• Maintain supplier information for regularly purchased items and be informed of current local market conditions.
• Engages in delivering request for quotations and quotations from authorized suppliers.
• Updates in a daily basis procurement report, (PRTS, Contract follow up, market price lists)
• Maintains an IRC Vendor database.
• Generate and / or maintain comprehensive price list for goods, services and equipment’s purchased by IRC
• Responsible for the implementation of standard filing system in Der Azor  Office for the SC activities, managing filing system and updating on a regular basis.
• Keep a clear follow up and clear flow of documentation related to SC activities.
• Any other duties or tasked delegated by procurement Manage, SC Manager, and Coordinator.