JOB SUMMARY: The Assistant, Procurement is responsible for processing assigned procurement activities in accordance with International Medical Corps policies and procedures, donor, and host country regulations.

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.

MAIN TASKS AND RESPONSIBILITIES

• Ensure all assigned procurements activities are performed in an ethical and transparent manner in line with applicable rules and regulations, ensuring best Value for Money.

• Ensure assigned procurement actions are documented, properly filed and audit ready.

• Ensure procurements tracking for assigned purchase request is up-to-date and available to stakeholders.

• Ensure vendors are registered / vetted prior placing order and their performance is monitored.

• Responsible for the timely and transparent acquisition of equipment, supplies and services, for program support and implementation, while ensuring compliance with IMC, host government and Donor’s procedures and regulations.

• Ensures compliance open, transparent, ethical, and free competition in all conducted procurement activities with aim to achieve best value for money.

• Ensures that vendors are registered, assessed, screened, and prequalified (as required) prior placing order.

• Ensures that performance of vendors is documented for assigned procurements.

• Ensures timely bids solicitation against approved purchase request and defined selection criteria.

• Responsible for assigned bidding processes including review of procurement requisitions, solicitation of quotes, collecting quotes, comparing bids, or supporting their evaluations and placing authorized orders.

• Ensures complete and compliant procurement documentation is submitted for review and approval.

• Maintains positive and ethical business relations with vendors.

• Ensures regular updates of procurement tracker for assigned purchase requisitions.

• Ensures that documents required to process quantity and quality controls (including samples where applicable) are available timely with staff tasked to process count and Quality Control at the time of commodities or services handover.

• Check received vendor invoices against approved order and confirmation of delivery.

• Ensures timely payment request to Finance, in line with order payment terms.

• Share feedback from requesters/users and business partners/suppliers to supervisor.

• Ensures correct use of item catalogue use in procurement activities.

Compliance, Audit and related controls

• Responsible for compliance of performed actions with IMC policies and procedures and applicable donor rules and local laws and regulation.

• Implement mitigations measures related to assigned procurements, in collaboration with supervisor.

• Maintains accurate filing systems, with documented and auditable records of procurement transactions and reports.

• Ensures timely submission or availability information required for mandatory reports.

• Ensures Export Compliance requirements for all assigned procurement actions, where applicable.

Fraud prevention

• Committed to fraud prevention, detection, reporting and fraud risk reduction as per IMC policies and procedures, donor rules and local laws and regulations.

Logistics Management & Information System (LMIS)

• Ensures to use any software solutions accurately and in line with IMC guidelines.

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily comprehensive.

Job Requirements

MINIMUM QUALIFICATIONS

• Typically, a degree in Logistics, Supply Chain, transport Management or related area. An equivalent combination of relevant education and experience may be substituted as appropriate.

• Typically, 6 months experience in Procurement and/or Logistics

• Good interpersonal and team skills

• Commitment to and understanding of IMC’s aims, values and principles

• Fluency in written and spoken English

• Relevant qualifications or training courses.

• Knowledge of MS Office including MS Word, Excel, PowerPoint, and Outlook

• Good interpersonal skills.

• Ability to work in participatory manner with staff to assess needs, implement and monitor activities.

• Ability to integrate and work well within multi-ethnic and multicultural team.

• Ability to work in harsh conditions, often in remote areas

Please note, for Lebanon-based roles, we are only able to accept applications from candidates who are eligible to work in Lebanon. Since the position is a national role, we are unable to progress applications that would require sponsorship

Ethical Conduct at International Medical Corps

As part of a global, humanitarian team dedicated to saving lives, easing suffering, and building self-reliance, International Medical Corps staff are responsible for adhering to our Code of Conduct and Ethics and for knowing and abiding by International Medical Corps policies and standards. All staff play a vital role in preventing violations of our Code of Conduct and Ethics, including conflicts of interest, fraud, corruption, and any kind of exploitation or abuse. International Medical Corps is also committed to providing a safe and healthy work environment free of harassment, bullying, and other misconduct, enabling staff to build and maintain professional, respectful working relationships.International Medical Corps prioritizes safeguarding the populations with whom we work from exploitation, neglect, or abuse of children and adults at risk, and/or any form of trafficking in persons. International Medical Corps is committed to engaging members of crisis-affected communities to participate in meaningful ways in a crisis response, including making informed decisions about the assistance they receive, mitigating potential risks, and holding us accountable for the commitments we make. All staff are expected to support International Medical Corps’ culture of accountability toward our stakeholders, particularly the crisis-affected communities and individuals we serve.As part of International Medical Corps’ commitment to a speak-up culture and as one of the primary ways we collectively hold ourselves accountable for complying with the ethical principles and standards of conduct outlined in the Code of Conduct and Ethics, all staff are required to report suspected or actual misconduct or violations of organizational policies. Our Code of Conduct and Ethics and Whistleblower Policy prohibit any form of retaliation against whistleblowers or individuals who report a concern in good faith. Staff who violate these protections may be subject to disciplinary action, up to and including termination of employment or contractual relationship with International Medical Corps.

Equal Opportunities

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.