Procurement Officer

International Medical Corps is a global, humanitarian, non-profit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, non-political, non-sectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

 POSITION: Officer, Procurement

LOCATION: Lviv

JOB SUMMARY

This position will support the International Medical Corps emergency response in Ukraine. 

The Officer, Procurement is responsible for processing assigned procurement activities in accordance with International Medical Corps policies and procedures, donor and host country regulations.

Officer, Procurement is responsible to:

• Ensure all directly managed procurements are performed in an ethical and transparent manner in line with applicable rules and regulations, ensuring best Value for Money.
• Ensure procurement actions are documented, properly filed and audit ready.
• Assist with the induction of procurement staff peers. 
• Ensure procurements tracking for assigned purchase requests is up-to-date and available to stakeholders.
• Ensure vendors are registered/vetted prior to placing an order and their performance is monitored.

Officer, Procurement reports to Procurement Manager or another supervisor, as per applicable team structure.

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.

MAIN TASKS AND RESPONSIBILITIES

• Responsible for the timely and transparent acquisition of equipment, supplies, and services, for program support and implementation, while ensuring compliance with IMC, host government, and Donor’s procedures and regulations.

• Ensures compliance open, transparent, ethical, and free competition in procurement activities with the aim to achieve the best value for money.

• Participate in market surveys.

• Ensures that vendors are registered, assessed, screened, and prequalified (as required) prior to placing an order.

• Ensures that the performance of vendors is monitored and documented for assigned procurements.

• Alerts supervisor if any Service Level Agreements (SLAs) for any category of items require updates due to changes in the market.

• Support the program team with cost estimates whenever required.

• Ensures timely bids solicitation against approved purchase requests and defined selection criteria.

• Responsible for assigned bidding processes including review of procurement requisitions, solicitation of quotes, collecting quotes, comparing bids or supporting their evaluations, recording committee conclusion, and placing authorized orders.

• Ensures utilization of available Blanket Purchase Agreements (BPAs).

• Ensures complete and compliant procurement documentation is submitted for review and approval.

• Promotes enhanced business and negotiation practices, positive and ethical business relations with vendors.

• Ensures regular updates of the procurement tracker.

• Ensures that documents required to process quantity and quality controls (including samples where applicable) are available timely with staff tasked to process count and Quality Control at the time of commodities or services handover.

• Check received vendor invoices against approved order and confirmation of delivery.

• Ensures timely payment requests to Finance, in line with order payment terms.

• Collects and share feedback from requesters/users and business partners/suppliers to supervisor.

• Ensures correct use of item catalog use in procurement activities.

 Staff Capacity building and Performance Management, Learning & Development:

• Provides support and participates in the orientation of other staff as tasked. Maintains open and professional relations with team members, promoting a strong team spirit and providing assistance with guidance to enable staff to successfully perform in their roles.

Compliance, Audit and related controls

• Responsible for compliance of performed actions with IMC policies and procedures and applicable donor rules and local laws and regulations.

• Identifies risks related to assigned procurements and implement mitigations measures in collaboration with a supervisor. 

• Maintains accurate filing systems, with documented and auditable records of procurement transactions and reports. 

• Ensures timely submission or availability of information required for mandatory reports.

• Responsible for implementing corrective measures identified as a result of self-control, audit, or compliance review.

• Ensures Export Compliance requirements for all assigned procurement actions.

 Fraud prevention

• Committed to fraud prevention, detection, reporting, and fraud risk reduction as per IMC policies and procedures, donor rules, and local laws and regulations.

 Logistics Management & Information System (LMIS)

• Ensures to use any software solutions accurately and in line with IMC guidelines.

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all-inclusive.

 Code of Conduct

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards, and adhere to those standards.

 If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding

It is all staff's shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff is also responsible for preventing violations of our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption, or Harassment.  If you see, hear, or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

 Equal Opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability, or status as a veteran.

MINIMUM QUALIFICATIONS

Degree in Procurement, Logistics, Supply Chain Management or related field or 1-year’ experience in Procurement and/or Logistics

• Good interpersonal and team skills
• Commitment to and understanding of IMC’s aims, values, and principles

Desirable 

Fluency in written and spoken English

Relevant qualifications or training courses.

Competency 

• Knowledge of MS Office including MS Word, Excel, PowerPoint, and Outlook 
• Good interpersonal skills. 
• Ability to work in a participatory manner with staff to assess needs, implement and monitor activities. 
• Ability to integrate and work well within a multi-ethnic and multicultural team. 
• Ability to work in harsh conditions, often in remote areas, 

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability, or status.