Procurement Assistant

Syria

Procurement/Logistics/Delivery

Finished or Exempted (For male)

The Procurement Assistant works under the supervision of the Procurement Coordinator. He is the interface with IMC personnel authorized to issue Purchase request. S/He represents the organization toward suppliers and the department toward customers. S/He is expected to adopt a professional and customer-based attitude and promote International Medical Corps and the Logistics Department's image.

The Procurement Assistant is primarily responsible for a specific category of items and the deliverables of the Procurement section in support to International Medical Corps project activities and in compliance with the IMC internal and donors' processes, rules and regulations. S/He is expected to conduct procurement activities in a transparent manner.

In charge of the correct implementation of International Medical Corps procurement guideline, educate customers, capture, analyze and report procurement data. S/He remains updated about donor policies and procedures

Procurement Requisitions are effectively processed:
- Act upon submission of a dully approved Purchase Request. Educate and support customers to ensure timely submission of approved PRs with sufficient details and realistic delivery target date.
- Provide in writing to customers: receipt of PR, Tracking number, confirmed target delivery date using customer service shaped communication.

International Medical Corps' suppliers are pre-qualified; performance is measured and taken into account when invited to bid:
- Use lists of recommended suppliers provided by UN agencies, embassies, other NGOs; Able to explain why selected suppliers have been invited to bid.
- Regularly carry out market analysis, collect from potential suppliers: relevant documentation such as registration, tax certificates, owners' ID, past contract references, invite most-technically-sound program personnel to conduct documented technical assessment, evaluate supplier's capacity (warehouse, staff); conduct Bridger Insight screening and build an individual Supplier file for successfully prequalified vendors.
- Maintain prequalified supplier tracking sheet. Track and record suppliers' performance based on in-country agreed indicators (quality, effectiveness, efficiency, payment terms, flexibility). Share prequalified suppliers' Tracking Sheet on monthly bases as part of the monthly report.
- Documented under-performance of suppliers is reported and taken into account during bidding evaluation process.

Transparent competitive bidding supports improved project Value for Money:
- Undertake competitive bidding process following IMC procurement thresholds (single quote, negotiated, Request-For-Quote, National open Tender, International open Tender). Assesses thresholds against total value of procurement line per grant for the entire duration of the grant.
- For Single source, procure directly from (in priority pre-qualified) supplier.
- For Negotiated procedure with RFQ, draft Request for Quotes, launch bidding process, collect quotes (in sealed envelopes when necessary), evaluate offers (in tender committee when necessary), propose recommended supplier, record and implement committee conclusion.
- Negotiate business terms and conditions, prices, quality to the benefit of International Medical Corps.
- Draft Purchase orders (or contracts as needed, using standard-approved templates).
- Submits procurement files to relevant authorities for review and approval.
- Collect supplier's signature on all Purchase Order pages and provide copy of PO to supplier.

Delivery is undertaken as per plans and warehouse personnel informed ahead of time:
- Inform relevant Warehouse point person about upcoming deliveries and provide copy of PO (and procurement documentation when necessary) for control against specifications and quantities.
- For program supplies (which will later be recorded in Stock tracker), fill relevant format and provide it to Warehouse manager in soft copy.
- For goods: Facilitate delivery of orders to the warehouse of the site of payment and collect Good Received Note.
- For services: Facilitate delivery of services, collect memo from most technically sound IMC personnel for completion validation. Ensure period of guaranty, after-sales service is mentioned.

Procurement of equipment is supported by individual equipment Asset Sheet to enable payment:
- Inform asset manager when asset is being procured. Provide a copy of procurement file to asset manager.
- Upon receipt of the asset, request asset sheet from asset manager (including asset number). Place asset sheet in procurement file to enable payment. Payment should not be processed without asset sheet to be present.

Payment is processed swiftly and in line with Terms & conditions:
- Collect invoice from vendor and control payment terms against purchase order (advance payments/installments already paid), issue procurement memo when necessary.
- Attach GRN to procurement file with supplier's invoice and facilitate prompt payment process from finance team in line with payment terms.
- Ensure swift delivery to final destination. For items procured in site A to site B, ensure items are entered in site A transit warehouse and promptly dispatched to site B. Collect final waybill upon confirmation of delivery to final destination (mentioned in PR delivery location).

Procurement files are archived in a well-organized and segregated filing system, including soft copy:
- Review procurement file prior to archiving, using Procurement checklist.
- Archive complete procurement file in grant-specific file box.
- Archive soft-copy of procurement files following the following structure: Grant / Month / PR#. PR# .xls file contains PR, BS, PO, (and relevant scanned/soft copy quotes).
- At the end of project, ensure that all procurement files are collected, Procurement Tracking sheet is used to control that all procurement files hard copies are archived. Missing files should be sought from Finance department.

Petty cash enables swift procurement process:
- Based on weekly projections, request appropriate amount authorized in the cash advance procedure. CA amount should be used to procure basic procurement files with value under $500.
- Cash advance must be cleared to finance office prior to the end of the week. Clear pending advance before requesting a new cash advance.

Findings in Tests of Transaction are corrected promptly and used to improve quality of documentations system:
- In collaboration with Finance Department and & Logistics Manager and based on; Test of Transaction; provided by the Audit Department, provide missing/incorrect documentation and undertakes any adjustment recommended.

Contract schedules is maintained and weekly cash projections shared with Procurement Manager:
- Maintains contract schedules for each contract including star/end date, payment schedules
- Provide Procurement Manager with weekly cash projections based on planned expenses.

TBC

1

Mar 27, 2017

English