Procurement Delegate

Procurement Delegate



Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 192 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.

Organizational Context

The Secretariat’s headquarters is organized into four main Business Groups in Geneva, and five Business Groups in the field, namely; Americas (Panama City); Africa (Nairobi); Asia/Pacific (Kuala Lumpur); Europe (Budapest); Middle East and North Africa (Beirut). The Africa Regional Office is organized in Country Cluster Support Teams (CCST) covering the National Societies in Eastern Africa, Indian Ocean Islands and Djibouti, Southern Africa, West Coast, Sahel and Central Africa as well as Country Offices in Sudan, Republic of South Sudan, Somalia, Democratic Republic of Congo, Sierra Leone, Niger and Central Africa. The Southern Africa Country Cluster office supports 9 South Africa, Malawi, Mozambique, Eswatini, Lesotho, Botswana, Zambia, Namibia and Zimbabwe. Mozambique was hit by two category 4 tropical cyclones (Idai and Kenneth) in one season. Mozambique National Disaster Management Institute (INGC) indicated that 1.5 million people were affected, including more than 140,000 people displaced – many sheltered across 139 evacuation centres, spontaneous settings and makeshift shelters at peak emergency moment. Some 603 people have been confirmed dead as a result of the cyclone, according to the most recent reports issued by INGC. At the same time, more than 1,600 people were injured, and more than 230,000 houses were damaged and destroyed. Tropical Cyclone Idai has also affected Mozambique’s food security and livelihoods in the long term, due to extensive damage to standing crops immediately before the harvest season due in the months of March-April as well as loss of seeds and tools . The entire southern Africa region has been facing the effects of the ongoing El Niño with below-average cumulative rainfall and abnormally high temperatures for the 2018/19 season. The whole southern Africa region has suffered from sustained drought in recent years. Nearly one month later, cyclone Kenneth has hit Northern Mozambique’s coastal province of Cabo Delgado. The cyclone Kenneth has left destructions of houses, standing crops and key installations. The assessment report indicates that over 37,000 houses either have been damaged or destroyed. IFRC has revised Emergency Appeal to assist households affected by cyclone Kenneth. IFRC has launched an Emergency Appeal on 19 March for CHF 31 million which was revised on 06 May for CHF 32 million to assist 172,500 people affected by cyclones Idain and Kenneth for 24 months. The Emergency Appeal operation focuses on shelter, livelihoods and basic needs, health, WATSAN, protection, gender and Inclusion and Disaster Risk Reduction and national society capacity strengthening in emergency.

Job Purpose

Reporting to the Operations Manager and with guidance and support from IFRC Logistics Team in Nairobi, the Procurement Delegate based in Beira will monitor activities to enable delivery of logistics services which are in-line with IFRC LPSCM Logistics strategy and IFRC procedures ensuring right quality and optimized services that meets the requests of services users. He/She will work closely with CVM logistic department ensuring integrated approach with HNS and conduct activities in scope of National Society development (NSD).

Job Duties and Responsibilities

This role is primarily focused upon supervising and conducting all country level procurement activities for and on behalf of IFRC. The role will work closely with the Operations Manager for delivery of logistics services with responsibility for procurement activities e.g. ensuring local sourcing, timely deliveries, quality of goods and services, local market research. This role is expected to play an active role in training and support other IFRC and National Society staff in relevant procurement activities and support the coordinator to ensure alignment in cross-function activity. As such, this role will require procurement experience as well as excellent communication and organisational skills.

Key areas of influence and key internal relationships include:

Co-ordination and execution of procurement activities
Provision of procurement support and advice to other IFRC functions to support overall IFRC service delivery
Close collaboration with Regional Logistics Unit to ensure that the best sourcing strategy is used
Provision of services to in country operating National Societies and IFRC partnersThe current main challenge faced within this role is in ensuring procurement activity is in compliance with IFRC procedures, regulations and standards.

Key Accountabilities 


  • The incumbent should set-up, plan, co-ordinate and organize IFRC country level procurement activities, in coordination with Regional Office, in full compliance with IFRC Procurement Procedures and Processes ensuring best practice to enable efficient and cost-effective procurement process meeting requirement of requestors;
  • As part of set up select, hire and train adequate number of qualified local support staff to support the procurement function in the operation;
  • To liaise closely liaise with relevant IFRC technical operational departments 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.
  • Survey local market to establish availability of relevant goods and services for the operation keeping a register by category for reference;
  • Liaise with government, international organizations and private enterprises to keep abreast of current activities in particular in the field of procurement such as local business practice, supplier availability and reputation etc. enable delivery of most efficient procurement service.
  • To maintain and communicate a comprehensive data of all goods and services procured at a country level, and registered suppliers to enable LPSCM Regional and Global to evaluate and instigate opportunities to consolidate supplier commercial arrangements for the benefit of the IFRC and its country partners.
  • To report to the country Logistics Coordinator any foreseen changes in procurement plans and activities and discuss viable approaches to efficient delivery;
  • Be accountable for compliant IFRC processes and procedures in the operation, support and provide advice to SPOCs for other departments conducting procurement (e.g. Administration) ensuring that all procured goods and services are compliant with IFRC regulations and quality standards and are fit for purpose and inspection compliant when required.


  • To provide support and training as and when required to national procurement staff, volunteers and National Societies (NS) to improve the quality of procurement services with Red Cross Red Crescent Movement, promote adherence to best practice principles and compliance with necessary regulation, legislation and IFRC procedures.
  • To support the Country Logistics Coordinator in managing, evaluating and reporting upon procurement activity which meets delivery, budget and quality targets in-line with IFRC procedures and country procurement plans.
  • Ensure BVM and ensure benchmark with international pipeline (Timeline, Quality, BVM)
  • Manage the sourcing, procurement and delivery of national services as appropriate in a timely and cost-effective manner.
  • Obtain quotations, prepare comparative bid analysis and purchase recommendations and, when authorized, purchase appropriate supplies. Organize delivery.
  • Manage all procurement contracts for goods and services. Maintain records and track performance for all procurement contracts.
  • Ensure that an efficient and up-to-date asset and material tracking system is in place for all procurement and distributions.
  • Identify and maintain accurate supplier information for regularly purchased items: keep informed of local market conditions and establish and maintain good working relations with suppliers and inspection companies. If a voucher system of delivery is implemented, identify suppliers, monitor stock in supplier’s warehouse and monitor voucher delivery.
  • Support cash-based activities and programs
  • Ensure integrated approach with HNS and on job training for CVM logistic unit officers
  • Enhance present CVM logistic practices and standards
  • With support from LPSCM office in Nairobi, set up logistic capacity building strategy and implement tools, including set up of logistic capacity building indicators



Education


  • Completed IMPACT (BTC) course for IFRC Delegates (preferred)
  • Educated to master’s degree level or equivalent in relevant subject; preference for Logistics, procurement and supply chain management
  • Demonstrable of high level of competency in logistical supply chain management and procurement can substitute for degree level qualification


Experience


  • A Minimum of 5 years’ experience in procurement activities in a humanitarian organization
  • Ability to motivate, lead and work effectively through others to achieve operational objectives
  • Experience of working with a Red Cross/Crescent Society.
  • Strong procurement knowledge and experience, particularly in a large- scale / multiple items integrated supply-chain management
  • Experience in the implementation & monitoring of logistics and procurement of multifaceted reconstruction and livelihoods projects, in a recovery context
  • Experience of the use of Cash/Vouchers
  • Experience in developing and implementing trainings in supply chain management
  • Experience in staff management


Knowledge, skills and languages


  • Good planning and analytical skills – must be able to identify key information ad evaluates, to set and achieves work tasks, taking into changing demands and plan and prioritize workload.
  • Strong communication skills – must be articulate, approachable, collaborative, supportive and an active listener, must demonstrate tact and diplomacy.
  • Excellent analytic and computer skills (MS Word, MS Excel, MS PowerPoint)
  • Skilled in training, mentoring and coaching individuals and groups, as appropriate
  • Flexible and willing to deal with ambiguity, changes and challenges Able to prioritize work, multi-task and meet deadlines
  • Fluent spoken and written Portuguese or Spanish is preferred
  • Good spoken and written English is required


Competencies and values


  • 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
  • Managerial competencies: Managing Staff; Managing Performance



Date of issue:14-04-2020
Closing date (Geneva time zone):28-04-202
Duty station:Beira
Country:MOZAMBIQUE
Duty station status: Non Family Duty Station
Accompanied status: Non-Accompanied
Duration:9 months
Category of Staff: Delegate
Grade: C1
Vacancy No:IFRC03788




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