JOB DESCRIPTION

Background/Context:  

The IRC has operated in Syria since 2012, providing protection, health, economic recovery, and early childhood development programs in Idleb, Aleppo, Ar-Raqqa, Hassakeh, and Deir ez-Zor, with new programs expanding into Hama, rural Damascus, and Homs. With a team of over 350 members, the IRC has established trust and strong community relationships, ensuring access and effective service delivery. 

Our longstanding experience in the country to date provides a strong foundation for the IRC to further adapt and expand its programming across Syria, in order to respond to the new realities, with a greater focus on resilience and recovery initiatives. Alongside this, the IRC also plays a significant role in Syria’s NGO, donor, and coordination forums, holding key positions and actively engaging in advocacy efforts.

Job overview:

Reporting to the Procurement Officer, the Procurement Assistant is responsible for the efficient procurement support of functions for IRC’s office in Damascus, Syria.  The Procurement Assistant must be able to rapidly procure Program supplies, services, and equipment, whilst ensuring best practices and maintaining audit-compliant records.

Responsibilities:

• Read, understand, and implement standards involved in procurement as defined in the manual and SOPs.
• Follow up with the program and support the teams in submitting the Item requirements and PRs.
• Manage to procure all necessary items for programs, offices, and residences.
• Materials purchased are of appropriate quality and price and are timely delivered.
• Maintain the IRC Item Requirement Tracking Sheet and submit routine reports to the Procurement Officer/Manager.
• Prepare procurement contracts and Purchase Orders.
• Coordinate with the finance team in clearing payments against procured supplies and obtained services. 
• Conduct regular market surveys to ensure that IRC is receiving the best value for money.
• Maintain a complete filing system for all procurement-related documents according to IRC Procurement Manual and SOPs.
• Ensuring that procurement is carried out in accordance with IRC and donor-specific polices.
• Attend all the procurement committee meetings and take minutes.
• Ensure integrated internal controls, timely payment of vendors, and full, auditable support documentation.
• Ensuring that a transparent and responsive procurement process is implemented and maintained.
• Routine communication, coordination, and planning with the relevant requesting staff/programs and logistic team regarding the order and delivery of supplies.
• Ensuring that all Supplies, services, and equipment required are delivered in time as indicated on the POs.
• Maintain supplier information for regularly purchased items and be informed of current local market conditions.
• Engages in delivering requests for quotations and quotations from authorized suppliers.
• Updates on a daily basis procurement report (IR Tracker and Non-PO PRs, Contract follow-up, market price lists)
• Generate and/or maintain a comprehensive price list for goods, services, and equipment purchased by IRC
• Responsible for proceeding with bids received for the RFQ process and completing the bid analysis and related purchase order/ services accordingly.
• Assist the procurement officer in the facilitation of the tender process.
• Responsible for the implementation of the standard filing system in the Damascus Office for the SC activities, managing the filing system, and updating on a regular basis.
• Keep a clear follow-up and clear flow of documentation related to SC activities.
• Any other duties or tasks delegated by the Procurement Officer or SCC.
• Integra:
• Review the item forecast/mass PRs that come from the program to ensure correct description and price are reflected in the file as directed by the Procurement Manager.
• Assist Admin staff with raising purchase requests (PRs) by providing price estimations of goods requested, through Integra.
• Preparation of procurement contracts, service agreements, and purchase orders through Integra and reflecting correct information.
• Coordinate with the Finance Department to make sure that the PO documentation is complete and ready for Supplier payments.

Minimum Qualifications:

Education: Preferably a university Degree in Business administration, Commercial, Economics, Supply Management, or in Administration-related fields, or equivalent experience in a relevant field.

Work Experience:

• 0-1 years of work experience in procurement, preferably with INGOs.
• Desired knowledge of generic procurement procedures and practices (IRC or NGO experience advantageous) in procurement and/or logistics/supply chain.
• Solid knowledge and understanding of the Syrian context, including geographical, political, and security aspects.

Demonstrated Skills and Competencies:

• Organized, results-oriented and detailed, oriented, and proactive.
• Team player and good communication skills.
• Good mathematical skills.
• Strong computer competency with word processing, spreadsheets, databases, and other IT skills.
• Possess leadership qualities and willing to exercise initiative.
• Willingness to travel regularly.
• Familiarity with major donors and local regulations/laws is advantageous.
• Competent in spoken and written Arabic, Kurdish, and English.
• Strong sense of personal integrity.
• Attention to details.
• Ability to multi-task.
• Ability to work independently.
• Trustworthiness, reliability, openness, and ability to respond rapidly to queries.
• Problem-solving abilities.

Language/Travel:

• Arabic is required, while English is desired.
• Travel: 10% to field sites in Homs, Idleb, Raqqa, DerAzor and Hassaka

Key Working Relationships:

• Position Reports to:  Procurement Officer
  Position directly supervises: N/A
• Indirect Reporting to: N/A
  Key Internal Contacts: All programs and sectors.
• Key External Contacts: Vendor and partners.

Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.

Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the country where this position is based and are currently residing outside of your home country, you may be eligible for an attractive relocation package. Eligibility is determined based on IRC”s operational needs and specific role requirements. IRC strives to attract, motivate, and retain qualified national staff in our programs.

Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements

Organization: International Rescue Committee