Procurement Officer (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

Job Purpose:

The Procurement Officer will be responsible for the procurement of goods and services. He/she will conduct and carry out all procurement-related processes, including preparations of procurement documents, advertising, evaluation of the bids, communication with the vendors, finalization of the procurement process, and reporting.

Key Responsibilities:

• Responsible for coordinating and completion of all procurement activities conducted in the field offices in NWS.
• For procurement under his/her direct responsibility, check that 100% of documentation received from Area-level is correctly signed, dated, and filed on IDA’s database according to agreed norms.
• Ensure all procurement is carried out in accordance with the IDA procurement standard operating procedures, donors’ requirements, and procurement-related files for documentation are maintained for reference.
• Sit in the procurement committee that analyses procurement requirements and selects the most appropriate methods based on the interpretation and assessment of established policies, practices, and experience.
• Prepare tech evaluation form and procurement committee minutes of the meeting.
• Ensure that all procurement documentation is filed per the IDA standardized filing system.
• Ensure the contract database is kept up to date and available to relevant staff.
• Organize regular local market surveys and ensure the Vendor Roster and other supplier information are kept up-to-date and referenced during the procurement process.
• Representing procurement department and will be responsible for all PRs.
• Pro-active follow-up on Procurement Plans to ensure that 100% of procurement conforms to IDA’s Procurement Manual or follows a procedure defined in a fully approved Waiver.
• Review PR Forms for procurement, requesting clarifications from the Program if the specifications are not clear, complete, or correctly authorized, and check all supporting documents (e.g. Scope of Works, Technical Criteria, or Terms of Reference) has been provided.
• Ensure fair and transparent treatment and selection of suppliers in each procurement. Communicate directly with suppliers in person, by telephone, or in writing.
• Actively follow up on ongoing Tenders, and ensure that all stakeholders are informed of any tender deadlines, extensions, or opening sessions.
• Match invoices, stock reception forms, and service completion certificates to contracts filing copy documentation and transferring to Finance for payment.
• For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced in the Capital Office are electronically filed in the correct location on IDA’s database.
• Prepare a Monthly Procurement Report.
• Experience working with USG donors, particularly USAID, and familiarity with its rules and regulations.
• Ensure that all comments on delays in procurement, special procurement requirements, or other relevant information are updated on the PRs tracking sheet on a daily basis.
• Carry out any other related duties as might be reasonably requested by the Supervisor.
• Note: The above-mentioned key responsibilities/accountabilities are illustrative ones. Other future responsibilities/accountabilities may be assigned to the job depending on the department’s organizational chart.

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