Procurement and Admin Officer

Job Title: Procurement and Admin Officer

Employee Type: Regular/fixed term

Location: Belgrade, Serbia

Duration: 12 months

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries, the IRC seeks to be an operational and inspiring leader in matters of resettlement, asylum, and integration, demonstrating its credibility and expertise as a leading service provider, partner and advocate across the arc of the global displacement crisis.

Across Europe, the IRC delivers programs that address acute humanitarian needs of asylum-seekers and other vulnerable migrants who are newly arrived, stranded or in transit, and programs that address their longer-term integration needs.

In response to the increased number of people on the move from 2015, the IRC began responding in the Balkans to assist vulnerable refugees, asylum seekers and migrants. Since the conflict in Ukraine started and consequent displacement into neighboring countries from February 2022, the programs are established to address the most pressing needs of people on the move across the South-east Europe. IRC continues to use its voice and expertise to increase safe and legal pathways, ensure protection and improve the quality of resettlement, asylum and integration services. The programs are implemented in close partnership with local non-governmental organizations and governmental institutions.

Job Summary

The Procurement and Admin Officer is responsible for the efficient procurement functions for IRC’s office. The position holder will procure Program supplies, services and equipment, whilst ensuring good practices and maintaining audit-compliant records. You will ensure that all purchases of goods and services are done transparently, at the best available price, and in compliance with IRC and donor procurement policy and procedures.

Specific Duties and Responsibilities:

1. Procurement Planning

Working closely with Senior Supply Chain Officer, and other internal and external partners, you will effectively plan and support program implementation by:

• Collecting, organizing, and analyzing data market information and data to enable effective procurement planning
• Preparing and implementing procurement plans following related IRC procurement Standard Operating Procedures (SOPs)
• Monitor supply market and conduct market surveys & analysis to ensure value for money in procurement.

2. Procurement

Responsible for implementing procurement plan and strategy and ensuring all procurement needs are met on time in line with GSC and donors’ standards, the role holder will:

• Support the development of procurement specifications
• Process approved Purchase requisitions through the procurement software ensuring data accuracy.
• Initiate and process Request for quotations (RFQ) and Request for proposals (RFP).
• Train and certify procurement committee members and participate in tender meetings and evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that is transparent and documented.
• Review procurement documents for accuracy before taking payment for approval.
• Collaborating with all departments by Coordination with finance, grants, and program to ensure smooth and timely procurement

3. Contract Management

You will lead the contracting process so that the terms and conditions, and contracting procedures as provided by Global Supply Chain are followed.

• Prepare and executing contracts for recommended bidders
• Timely renew qualifying contracts and Master Agreements
• Execute contracts against set performance indicators

4. Supplier Management

The role will lead supplier relationships and performance to ensure that Suppliers adhere to Service Level Agreements (SLAs), and that there is precise record keeping. This includes:

• Maintaining supplier’s files and documentation
• Monitoring and documenting supplier performance
• Maintain supplier performance score cards.

5. Compliance and Ethics

You will assist in identifying and analyzing compliance risk in procurement processes and in implementing donor rules & regulations for all procurements by:

• Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
• Providing consistent and constructive support to other departments to ensure compliance with policies and procedures
• Identifying and reporting procurement red flags across the procurement value chain

6. Reporting

You will support timely and accurate reporting by:

• Preparing and submitting accurate monthly reports to the Head of Office on time.
• Supporting with developing and updating the procurement plans (assigned) as required.
• Submit periodic procurement tracking report for specific Grants that you are assigned to.

7. Administration

• Manage office supplies and equipment
• Maintain the office asset list and ensure compliance with the IRC Asset and Inventory Manual
• Support smooth functioning of office infrastructure including communications equipment and services.
• Lead the planning and coordinating of office events and meetings.
• Manage staff travel requests
• Manage IRC Team houses and ensure proper staff accommodation
• Greet and direct visitors to IRC Balkans office if applicable
• Ensure a centralized contact lists including staff, program visitors and partners is maintained
• In collaboration with the HR and Security departments, and liaising with the local authorities, prepare documents required for international staff and visitor visas, work permits, and other related government requirements related to administration
• Serve as focal point for all travel requests (national and international).
• Oversee hotel bookings and flight tickets as required including ensuring prior approval by an authorized supervisor and recording of accounting expense codes
• Ensure all office equipment is stocked with required supplies (stationary, cleaning and kitchen supplies, toner, paper etc.).
• Review and verify bills received for the office, including utilities, maintenance, provision of standard supplies, new furniture or equipment and prepare payment requests; undertake analysis of bills to make recommendations on most cost-effective billing approaches.

8. Facilities Management & Supplies

• Oversee and firm up identification of new premises, as required
• Refer any maintenance required to IT department
• Ensure office premises are well managed and maintained.

9. Visitors

• Ensure a regularly updated visiting staff schedule is maintained
• Communicate with visitors to confirm arrivals, accommodations, and any transport requirements
• Ensure visitors are advised in advance of all arrangements and provided with arrival package including contacts and latest visitor security protocols
• Verify hotel billings and prepare related payment requests

10. Others:

• Perform all other ad-hoc duties, as and when assigned by supervisor

Key Working Relationships:

• Position Reports to Head of Office
• Required to work closely with the IRC Balkans Program team, Program coordinator and Head of Office
• External collaboration with suppliers, travel service providers etc.

Work Environment

This position will be based in Belgrade.

Requirements:

• Degree or professional certification in Administration, Business Management or related field strongly preferred**
• At least 3 years’ experience in Administration and Supply Chain
• Ability to develop analytical spread sheet reports.
• Proven computer literacy in MS-Word, MS-Excel MS-Access and related programs required.
• Ability to plan, prioritize, coordinate, and perform multiple tasks simultaneously.
• Ability to work under pressure and to meet deadlines.
• Willingness to put in extra hours as required.
• Willingness to travel to the field.
• Systems oriented individual.
• Good team player.
• Strong organizational, interpersonal and communication skills.
• Fluency in English written and spoken.

Demonstrated Skills and Competencies:

• Knowledge of generic procurement procedures and practices
• Proven success as a procurement within supply chain including planning, procurement and logistics
• Good collaborator and influencer with effective interpersonal and analytical skills who work seamlessly across cultures, organizational units and suppliers.
• Knowledge and experience in procurement plans, strategies, market analysis techniques, procurement and contracting
• Good negotiation skills
• Excellent skills in conducting market analysis and sourcing strategies.
• Able to work effectively in a highly matrixed structure
• Good mathematical skills.

Application:

Interested candidates are invited to submit their Curriculum vitae or resume in English.

IRC is an Equal Opportunity Employer IRC considers all applicants on the basis of merit without regard to race, sex, colour, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way Standards for Professional Conduct. These are Integrity, Service, and Accountability and Equality. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.