The Specialist, Procurement Emergency Response is a member of the Global Logistics & Supply Chain team and interfaces with Emergency Response Unit team. He reports to the Emergency Response Logistics Specialist with functional management to the Head of Global procurement. S/he is accountable for the delivery of effective and efficient procurement services in line with International Medical Corps and donors' standards, guidelines and processes in respect to Value for Money principles, Ethical procurement and environmental considerations in support to programs, emergency responses and headquarters. S/He remains abreast of latest procurement standards in the emergency response & preparedness context and procurement discipline. S/he regularly reviews existing processes and proposes optimization opportunities with aim at gaining in efficiency, reducing costs or delivery timeline while maintaining adequate level of control. The Specialist, Procurement Emergency Response is part of the Procurement Subject Matter Expert group and acts as a focal point for emergency response procurement questions and provides guidance in the design, review and optimization of internal procurement processes and procedures pertaining to emergency response & preparedness. S/He is responsible for effective use of Enterprise Resource Planning, establishing key performance indicators, setting targets and regularly report on performance.
To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation:
MAIN TASKS AND RESPONSIBILITIES
1. Strategic procurement
Works with ERU management and GLSC team members to regularly performs spend/forecast analysis, review strategic procurement categories and implement strategies to enhance medical commodities and emergency response procurement specialization, effectiveness and value for money.
Proposes and lead initiatives to optimize procurement processes and procedures to gain in effectiveness while meeting compliance standards.
Work at establishing dynamic long-term relationship with strategic vendors including negotiated contractual arrangement and business process compatibility to enhance procurement effectiveness.
2. Procurement execution
Responsible for the timely execution of assigned procurement of goods and services in line with International Medical Corps' and donors' policies and procedures.
Manage procurement activities including: sourcing, market research, vendor screening & registration, Procurement Request execution, Request for quotation, Preparation of financial, technical and final analysis and administrative support to tender committee, preparation and submission of Purchase Orders, reconciliation with Good Received Notes / Donation letters / PO Receipts.
Responsible for procurement value for money, promotes negotiation and reports on savings. Make recommendations to help reduce costs for the organization and emergency response.
Responsible for tracking and communicating progress of procurement activities and red-flags of delayed procurements.
3. Vendor management
Ensure strong supplier performance and contract management mechanisms are in place. Regularly measure vendors' performance, retain performing vendors and review vendor database.
Oversees vendor due diligence procedures, including registration, prequalification, performance and periodic reviews. Report vendors with recurring low performance or other cases.
Maintain and monitor vendor inventory identified as mission critical to ensure expedited replenishment of items post deployment to the field. Review of potential White Goods held as immediate replenishment.
Works at expanding vendor database for strategic procurement categories, attends professional events and meetings to research latest products and make profitable connections with prospective suppliers.
4. Procurement compliance
Responsible for the submission of Procurement files for review as per Contract Review Protocol.
Facilitates development, review and maintenance of procurement plans for emergency responses and preparedness operations.
Responsible for compliance with export compliance of US products regulations when conducting procurement for sanctioned countries.
Responsible for effective vendor due diligence verifications including Anti-terrorism screenings and Third-Party Due Diligence.
Review Sub-Agreements/Contracts and Procurement procedures of other organizations/institutions when required.
5. Procurement Subject Matter Expert
Participate to the development and the review of Procurement Procedures pertaining to emergency response and preparedness operations.
Responsible for collecting improvement opportunities within emergency response procurement scope; recommend and participate to the review of procurement guidelines and procedures
In charge of the development of specific Standard Operating Procedures pertaining to the scope of emergency response Procurement.
Develop and facilitate the delivery of trainings to emergency response teams and monitor their effective implementation.
Work with relevant Emergency response and Technical staff to standardize equipment and supplies across emergency responses.
6. Emergency Response:
Emergency Response focal point for procurement matters, responsible for the establishment of an appropriate procurement support capacity to meet response needs.
Deploys to support Emergency responses in Logistics or procurement capacity.
Deploys up to 50% of the time in the US or overseas.
7. Procurement Performance
Strong promoter of performance management through Key Performance Indicators. Responsible for establishing Key performance indicators for global procurement unit and determining, with relevant unit-leads, establishment of KPIs for other procurement units (ERU, LA L&P)
Provides quarterly analysis of procurement performance and review performance.
Regularly review adequacy of KPIs and benchmarks against industry standards.
Set and reviews realistic Service Level Agreement. Measures procurement performance against.
8. LMIS & Enterprise Resource Planning
Strong promoter of organization's Enterprise Resource Planning, responsible for conducting operations through ERP and identifying and documenting deviations.
Works with LMIS leads to develop automated systems to facilitate procurement execution, review, reporting and performance measurement.
Develop offline environment procurement solutions and ensures compatibility with LMIS environment
Represent International Medical Corps in a positive and professional manner to contribute to the creation of a positive image and overall credibility of the organization, notably through the application of international Medical Corps' mandate, ethics, values and stand point with regard to other actors.
Facilitate the organization strategic positioning as a global industry leader in procurement of medical commodities and emergency response relief goods and services.
Generate various updates and reports as required by the supervisor and/or IMC management.
Seek constant improvement and ready to receive on-job-training related to own capacity building that is linked to possibility to assume more responsibilities in the future.
Initiate and maintain contacts with emergency response team members to discuss procurement related issues and develop action plans to minimize risks.
Representation of GLSC or ER department internally and externally as tasked.
Provides logistics and procurement support to other programs region
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 adheres 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.
It is all staff 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 are also responsible for preventing violations to 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.
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.
Typically, a Bachelor's degree in in Supply Chain, Procurement, Logistics, International Trade or equivalent. Master's degree preferred. Equivalent combination of relevant education and experience may be substituted as appropriate.
- Certification in: Procurement/Supply Chain (CIPS/APICS/CSCP/CFPIM certification), Project Management Professional (PMP) certification, Leasing and contractual agreement, property agreements with GSA.
Knowledge in FAR/OMB practices.
- 7+ year of relevant and progressive experience working in procurement / supply chain and successfully managing end to end solutions at Field and HQ level; including 2-3+ years in country management of large project management
- Experience ERP / LMIS systems management and design
- Private sector at a similar position is desirable
- Demonstrated political and organizational savvy; can effectively and directly manage conflicting view points and challenging situations with minimal negative impact
- Commitment to international travel (at least 20%) including the willingness to be deployed on emergency response and fill gaps in the field when required.
- Ability to assess talent and manage, motivate and develop others, including leaders of others, to higher levels of performance
- Ability to lead others through change while achieving and maintaining results
- Ability to influence company directors/managers to achieve business results
- Excellent verbal, presentation, and written skills; ability to communicate complex information in an executive format and use data to tell a compelling story
- Strong analytical and problem-solving capabilities; can see a problem from multiple angles and provide viable, innovative options for resolution
- Ability to effectively manage and plan resources to achieve goals and support unplanned work
- Can act as an expert resource for the strategic sourcing process and change management
- Proficiency with MS Word and Excel
- Ability to work in harsh conditions, often in remote areas
- Proficiency in reading, writing, analyzing and interpreting, technical and non-technical in English.
- Ability to read, write, analyze and interpret, technical and non-technical in one or more of the following languages: French, Arabic, Spanish language