Procurement Manager (National Post)

Who we are?

IDA is an international independent non-governmental organization providing medical and humanitarian assistance to people affected by conflicts, natural disasters and epidemics regardless of race, religion, gender or political affiliation. IDA was founded in 2012 by Syrian doctors from Aleppo in response to the healthcare and humanitarian crisis in Syria.

IDA Syria is the main healthcare provider in the Northern Aleppo/Syria area, working closely with 500,000 IDPs and 700,000 host communities through 20 healthcare facilities and other health and nutrition projects

During the last year, IDA has provided 1.2 million services in Heath, Nutrition, WaSH, and Camp Management

Responsibilities:

• Ensure that the procurement team in Syria adheres to IDA’s standard procedures throughout the procurement process.
• Review and finalize weekly and monthly reports, ensuring their timely submission to line manager.
• Prepare Note to File documents to address any deviations encountered during the procurement process.
• Maintain an up-to-date tracking sheet, including PR sequence numbers, agreed delivery dates, and procurement timelines.
• Follow up with the procurement team regarding sealed envelopes, tender announcements, and the receiving and opening of envelopes during the committee’s ceremony.
• Ensure accurate pricing estimation of Purchase Requests for field requestors.
• Prepare selection criteria according to the request type and in collaboration with requestors.
• Generate Purchase Orders and Service Contracts, obtaining the necessary signatures.
• Coordinate with the warehouse team to ensure proper receipt of items and compliance with Purchase Orders as reflected in Delivery Notes.
• Finalize, archive, verify, and deliver completed procurement processes to the finance department.
• Review cash requests and payment requests submitted to the headquarters finance department.

Procurement Coordination and Compliance

• Establish and maintain fully compliant procurement systems and operating procedures.
• Assess the effectiveness and efficiency of existing procedures and recommend improvements.
• Ensure compliance with IDA procurement principles, standards, and policies, as well as donor regulations and local statutory requirements.
• Collaborate with various departments to develop and update a comprehensive procurement plan, including quantity, quality, and delivery requirements for goods and services.
• Provide pricing information to assist budget holders in budget preparation.
• Coordinate the sourcing process, conducting market research, estimating costs, facilitating the bidding process, identifying and researching suppliers, assessing the quality and availability of goods, negotiating contracts and purchase orders, and preparing relevant documents.
• Supplier Management and Documentation
• Communicate with procurement staff and other program and operations units to track goods and services delivery and receipt, ensuring timely updates to all stakeholders.
• Collaborate with the administration department to confirm that delivered goods and services match the orders in terms of quantity, quality, and schedule.
• Maintain regular correspondence and contact with suppliers to monitor contractual compliance and address any issues that may arise.
• Monitor and report on supplier performance, identifying potential issues or inefficiencies and assisting with contract or purchase order modifications.
• Ensure transparency within the procurement department by maintaining accurate and up-to-date documentation, including procurement processes, vendor files, and procurement and inventory databases.
• Prepare reports and facilitate document retrieval as needed

Qualifications:

• Bachelor’s degree in Business, Economics, Engineering, or related fields.
• Minimum 5 years of experience in procurement.
• At least 3 years of experience working with companies, NGOs, or local authorities.
• Language Proficiency:
• Arabic: Advanced level
• English: Intermediate level
• Turkish: Advanced level
• Advanced skills in Microsoft Office and Google Suite.
• Complying with IDA Code of Conduct and PSEA Policy

Independent Doctors Association does not tolerate sexual exploitation and abuse. And is committed to acting professionally and ethically. Independent Doctors Association is zero tolerable with any SEA case, IDA is creating the best environment to make sure that all staff have understood SEA and how to report in case there is any suspected case

Please note that the position may be filled before the deadline for submission of the applications