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

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

MAIN TASKS AND RESPONSIBILITIES

• Ensure all assigned procurements activities are performed in an ethical and transparent manner in line with applicable rules and regulations, ensuring best Value for Money.

• Ensure assigned procurement actions are documented, properly filed and audit ready.

• Ensure procurements tracking for assigned purchase request is up-to-date and available to stakeholders.

• Ensure vendors are registered / vetted prior placing order and their performance is monitored.

• 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 all conducted procurement activities with aim to achieve best value for money.

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

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

• Ensures timely bids solicitation against approved purchase request 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 and placing authorized orders.

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

• Maintains positive and ethical business relations with vendors.

• Ensures regular updates of procurement tracker for assigned purchase requisitions.

• 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 request to Finance, in line with order payment terms.

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

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

Compliance, Audit and related controls

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

• Implement mitigations measures related to assigned procurements, in collaboration with supervisor.

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

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

• Ensures Export Compliance requirements for all assigned procurement actions, where applicable.

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 comprehensive.