IFRC recrute 01 Senior Officer, Procurement and Logistics
The International Federation of Red Cross and Red Crescent Societies (IFRC)
Senior Officer, Procurement and Logistics
Job Posted on:15-May-2023
Duty Station:Harare, Zimbabwe
Duty Station Status:N/A
Grade:To be determined
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies 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.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.
The 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 the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.
The 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.
The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat..
The IFRC’s Logistics management is a core function supporting the IFRC humanitarian action. The IFRC Logistics has a global network including:
a headquarters-based Logistics management in Geneva
a logistics office in Dubai
Regional logistics units located in Panama, Kuala Lumpur and Nairobi
country-based logistics set-up
Link to the IFRC web-site: www.ifrc.org
Link to the Logistics web pages: www.ifrc.org/logistics
This position is based in Nairobi, Kenya and depending on current and anticipated needs, frequent deployments (up to 30%) will be required to support National Societies and IFRC operations within the region.
To contribute to the success of the Country Cluster support teams by undertaking efficient tactical and strategic procurement of goods and services for IFRC Operations Africa.
The incumbent ensures effective execution of operational procurement, supports tendering for the region as required, ensures timeliness and best value for money, achieving KPI’s and objectives set.
The incumbent carries out operational tactical and strategic procurement for Africa region in close cooperation coordination with regional operational procurement team, global sourcing team and programs and field operations.
He/ She ensures delivery of all goods and services striving for the right quality, price and time delivery working in close coordination with the global sourcing and global operational procurement team.
The role carries accountability for ensuring compliance with IFRC procurement procedures, processes and supply chain standards globally.
He/she is charged with the preparation and issuance of local and international purchase orders for supplies, equipment and services and the preparation and submission of Procurement reports and analysis including tracking and performance tools.
To ensure that relevant procurement processes, procedures, and policies for procurement of goods and services are disseminated / conveyed to procurement practitioners in the Africa Region.
Job Duties and Responsibilities
To provide Operational Procurement activities for IFRC Operations in the Country Cluster support teams in full compliance with IFRC Procurement procedures and Processes ensuring best practice to enable efficient and cost-effective procurement meeting requestor requirements.
To liaise with relevant IFRC technical operational departments to establish procurement plans, procurement pipelines to keep requestors informed and ascertain needs and technical requirements/specifications from those technical departments to enable delivery in time of requested goods and services.
To identify and engage with relevant key suppliers within the range of products and service categories required to ensure the provision of the goods and services to meet present and anticipated operational requirements establishing and keeping the supplier registry current by category for reference.
To act as the IFRC lead within procurement service provision, providing technical expertise and advice across the Region to enable the delivery of a high quality and commercially effective procurement services that optimally meet the needs of the IFRC Operations, partners and customers.
To actively participate in the delivery of procurement service improvement, best practice, continuous learning and knowledge sharing between departments and keep the unit at the forefront of innovative procurement service practices.
To engage in internal relationship building ensures cross-functional cooperation and integration to minimize risk ensures results in high quality technical solutions.
To fully support the implementation of local, regional/global Framework Agreements.
To support external procurement requests by sourcing and providing cost estimates, conducting procurement processes for required goods and services and liaising with the finance department on payments and invoicing.
To perform technical reviews of procurement files within the CCST as per established IFRC procurement procedures.
To provide in-country technical support to logistics/procurement set-ups in countries in the CCST as and when required including short term deployments in the context of DREF and Emergency Appeals.
To liaise with government, international organizations and private enterprises to keep abreast of current activities in the field of procurement such as local and regional business practice, supplier and product/service availability and reputation etc. to enable delivery of most efficient procurement service.
To provide support and training as and when required to national procurement staff, volunteers and National Societies (NS) to improve the quality of procurement services with Red Cross Red Crescent Movement, promote adherence to best practice principles and compliance with necessary regulation, legislation and IFRC procedures.
To develop a supplier database for country cluster delegations.
Develop, disseminate, and implement country specific import/export guidelines in line with the country’s laws and regulations for the Country Cluster Delegations.
Coordinate the storage and movement of items in the any country cluster and or National Society storage facilities.
Provide surge support in event of need
Job Duties and Responsibilities (continued)
Purchasing and supplies
Organize procurement of supplies, customs clearance and forwarding in accordance with Federation procedures.
Handling of supplier files, including requests for quotations, comparative bid analysis, placing of purchase orders, and follow-up on the delivery of goods and services.
Arranging for dispatch of materials and supplies.
Support the replenishment of office supplies and stationery
Draft and keep up-to-date procedures and guidelines on housing, telephone, travel and other administrative processes as necessary and promote adherence to them
Safeguard contracts signed by the office and service providers.
Safeguard fixed assets and maintain a robust and updated asset management register.
Audit and Compliance
Keep all logistics & procurement documentation to full audit trail standards following standard IFRC procedures.
Maintenance and insurance of office inventory.
Maintenance of office working advance in line with Federation policy.
Engaging in implementation of audit recommendations and updated policies, processes, and procedures and report for any issues while implementing.
Support National Societies/Administration
Logistics and administrative support for regional meetings, training workshops, seminars etc.
Coordination of local transport & international travel for delegation staff, consultants and partners.
Follow up repairs & maintenance for the delegation offices & delegates’ residences.
Maintain filing & archiving in line with Federation policy.
Receiving of goods and materials and ensuring their safety in the warehouse.
A university degree in Procurement or Supplies or equivalent combination of education and experience.
An advanced degree in commerce and certified membership in a professional association related to the work
Proven 5 years of professional experience in Purchasing and Supplies
At least 1 year field experience in a humanitarian organization
At least 1-2 years in managing and supporting staff
Red Cross/Red Crescent knowledge and experience
Knowledge, Skills and Languages
Knowledge of supply chain management
Relationship and Staff management as well as development skills
Problem solving skills
Good communication and reporting skills
Good understanding of financial processes and budgeting
Ability to work in a cross-cultural and cross-functional environment
Strong interpersonal skills and good understanding of the global organization
Excellent written and verbal communication skills and the ability to provide authoritative advice
Valid international driving license
Must be able to travel at all times and 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
A broad understanding of global humanitarian issues, disaster recovery and related organisations
Fluently spoken and written English
Competencies, Values and Comments
Teamwork ,Excellent interpersonal skills ,Attention to detail, Sensitive to cultural diversity, Good Communication skills, Judgement and decision making, National society and customer relation, Creativity and innovation, Building trust, Leadership skills, Problem solving skillPOSTULER