AssistOfficer, Procurement & Supply Chainant Formation

Job Description

Officer, Procurement & Supply Chain.

Organizational Context

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 Supply Chain Department is a core function supporting the IFRC humanitarian action. The Department has a global network including:

• a headquarters-based Supply Chain Management Department in Geneva
• a Logistics Hub and Global Fleet office in Dubai
• Five regional operational supply chain units located in Panama, Kuala Lumpur, Nairobi, Beirut and Budapest
  logistics hubs
• country-based logistics set-up

Supply Chain Management is a function dedicated to:

• Provide the goods and services as needed by IFRC to deliver to the most vulnerable.
• Provide services to deliver visible value to the members, improving the efficiency and effectiveness of the supply chain and strengthening its control.
• Developing talents & future leaders.

Job Purpose

The Supply Chain Officer -under supervision of the Regional Manager, GHS&SCM, Africa, shall contribute to the success of the Regional Procurement Management in Africa region by undertaking efficient tactical and strategic procurement of goods and services for IFRC Operations Africa. The incumbent will ensure effective execution of operational procurement, support tendering for the region as required, ensuring timeliness and best value for money and achieving KPI’s and objectives set.

Covering a regional function, the position technically reports to the Regional Manager, GHS&SCM Africa and it is outposted in Dakar (Senegal), therefore the profile reports to the Coordinator of Corporate Services of Cluster Delegation of Senegal, Gambia, Mauritania and Cape Verde. The position will devote 50% of the time to cover the Supply Chain needs of the Cluster.

Job Duties and Responsibilities

The following duties and responsibilities apply for both, regional and cluster scope.

Key areas of influence and key internal relationships include:

• Carry out operational and tactical Supply Chain operations (right quality, right price, right time) for Africa Region, with particular focus for Sahel countries, in strong coordination with the rest of regional procurement team, global sourcing and programs and field operations. This role carries accountability for ensuing compliance with IFRC Supply Chain standards globally. Preparation and submission of Sourcing and Operational Management reports and analysis including tracking and performance tools. Responsible for implementing and maintaining standard IFRC logistics and procurement procedures.
• Provide technical leadership on the conformance to IFRC guidelines with regards to Logistics Standards, including logistics financial and procedural management of the procurement process and contract management, fleet management, Supply Chain and capacity building.

Procurement

• Provision of Operational Procurement activities for IFRC Operations in the Sahel Cluster and extended to Africa Region in full compliance with IFRC Procurement Procedures and Processes, by ensuring best practice to enable efficient and cost-effective procurement meeting requestor requirements, i.e; Sahel Cluster operation and National societies, Integrated Partners, including short term deployments in the context of DREF and Emergency Appeals.
• Proactively liaise closely with relevant IFRC technical operational departments (within the Cluster or the Region) 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.
• 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 up to date by category for reference.
• To recognize and pursue opportunities to consolidate supplier commercial arrangements across a broad range of procured goods and services for the benefit of the Federation and its internal/external customers..
• Provide 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 on 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 ensuring cross-functional cooperation and integration to minimize risk ensure results in high quality technical solutions.
• To fully support the implementation of local, regional/global Framework Agreements.
• Liaise with local authorities, 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 maintain registry and communicate a comprehensive database of all goods and services procured at LPSCM Regional level and cluster/country level in liaison with relevant offices.
• To report to the Regional Manager GHS&SCM & respective key managers of any foreseen changes in procurement plans and activities and discuss viable approaches to efficient delivery.

Fleet

• Co-ordinate the delivery of Global Fleet Services to the IFRC Network of a high quality, cost efficient and fully cost recoverable service that meets the needs of its service users.
• To overview / follow up with the transportation, customs clearance and other formalities for all Logistics related file with Dubai Team (incl. Relief item), ensuring timely & accurate completion of files, in line with IFRC procedures, and shipping instructions.
• Oversee and advise on the implementation of vehicle preventative maintenance and repair in view of maximizing the lifespan and regional fleet’s potential and provide fleet management professional expertise, training, support and guidance.
• Operational responsibility for VRP vehicle stock in accordance with SOP for subregional VRP vehicle stocks set by the Global Fleet Unit (GFU) in Dubai and monitor with Global Fleet Unit to ensure and to up to date VRP & Assets stock and necessarily follow up for identified asset disposals.
  Implement and maintain the standard practices in accordance with the IFRC Fleet Manual at regional and operational levels to keep all logistics documentation to full audit trail standards following standard IFRC procedures.
• Review work practices and seek out feedback from internal stakeholders and service users in order to contribute to the continuous improvement and learning of the Global Fleet Service
• Review the vehicle situation to ensure that a cost-effective size of fleet is maintained, and that the vehicle fleet is making optimum use of a pool or allotment system.
• Prepare monthly reports as required by the GFU (monthly regional KPIs report, quarterly User and/or Country vehicle utilization report, monthly regional VRP vehicle and accessories stock report).

Staff Capacity building

• Provide coaching, mentorship and on-the-job training to staff and volunteers with regards to building capacity at local levels on Supply Chain Standards and accountability to provide sustainable resource to the National Society..
  Operational and Budget Support
• Implement with the operations managers, programme managers and GHS&SCM the identification and development of logistics components within programme plans.
• Responsible for advising and validating the technical logistics and supply chain elements of programme plans, including Cash Based Intervention such as map and identify financial service providers and lead related contracts and agreements.
• Responsible for the development, implementation, and management of logistics Plan of Action, including all appropriate procurement and supply chain strategy/strategies to meet the requirements of the Regional and Clusters plans.
• Support RLU for the Supply Chain management and running cost budget, adhering to the IFRC procedures.

Supply Chain

• Support the efficient performance of the logistics function within the Region.
• In conjunction with programme, develop, maintain, update, and monitor key indicators of the supply plan to meet programme objectives.
• Liaise and coordinate with the relevant stakeholders regarding the delivery of supplies, and keep all parties informed, in a timely manner, of any changes.

Report and filling

Ensure that all logistics and procurement documents are filed and archived in a systematic manner.
Responsible for narrative, financial and technical logistics reports in a timely manner through the Regional GHS&SCM manager.

Other duties

• Overseeing warehouse, physical asset tracking and the good maintenance of all equipment managed by the Clusters.

Education

• Relevant university degree (such as Logistics, Supply Chain, Procurement, or related discipline, etc.)

Required

• Professional qualification in logistics, supplies, procurement, etc. Required
• Basic Delegates Training Course or equivalent knowledge. Preferred

Experience

• 3 years of relevant experience in managing complex procurement and logistics operations. Required
• Experience of managing and integrating tactical and operational procurement. RequiredRed Cross/Red Crescent knowledge and experience. Preferred

Knowledge, Skills and Languages

• In-depth grasp of international procurement practices, including legal aspects. Required
• Ability to work in a team, excellent communication and interpersonal skills. Required
• Ability to work in a cross-cultural environment. Required
• Ability to work towards tight deadlines and handle multiple tasks. Required
• Must be able to travel frequently at all times and at short notice, and work outside normal working hours and under stressful working conditions. Required
• Good communication and presentation skills. Required
• Cultural sensitivity. Required
• Skills in training and developing staff. Required
• Valid international driving licence (manual gears). Preferred
• Knowledge of IFRC procurement software HLS. Preferred
• Fluently spoken and written English and French. Required.
• Good command of another IFRC official language (Spanish or Arabic) or Portuguese. Preferred

Competencies, Values and Comments

• Values: Respect for diversity; Integrity; Professionalism; Accountability.
• Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust.