Preparation and Planning
- Consult with Head of Programming (HOP) and Head of Operations (HOOP) to identify the main types of goods and services that will be needed in near term based on the current portfolio of programs and operations, and use this to conduct regular market assessments of best sources and prices.
- Proactively consult with peer agencies and private sector to identify new potential suppliers that can be added to our updated Approved Supplier List (ASL), and whenever possible develop relationships with closest source to production or importation, and explore making bundled orders with peer agencies to negotiate better prices and terms based on joint economies of scale.
- Maintains continued working relationship with local suppliers, visits stores and production facilities to ensure contract terms are respected whenever situation warrants.
- Ensure eligibility verification of all new suppliers before adding them to the approved supplier list.
- Keep abreast of any changes in governmental taxes duty fees, levies and importation procedures.
- Enhance advertising methodologies (newspapers, websites, other local media) to ensure that multiple offers are received from appropriate and qualified vendors.
- Ensure that all procurement is done efficiently according to CRS Policy, the CRS Procurement Manual and consistent with relevant donor requirements.
- Ensure that all actions are governed by the highest standards of ethics, personal and business conduct as stipulated in CRS Policy and the CRS Procurement Manual.
- Suggest any new ideas to improve procurement efficiencies to the HoOP, and update annually the CRS Procurement Manual and support tools.
- Review all Purchase Requisitions (PRs) and verify price target that all specifications and requirements are clear and that all corresponding authorizations have been obtained.
- Ensures that all Request for Quotations (RFQs) clearly present all specifications and requirements as stated in the PR.
- Receive and review all bids and quotations in accordance with price target and specs, and prepare quotes summary sheet.
- Organize Bid Review Committees when required by CRS policy, and ensure they follow all BRC guidelines as stipulated in the CRS Procurement Manual.
- Ensure the BRC analyzes all bids in a competitive manner and carefully considering all costs and benefits.
- Negotiate with suppliers regarding price reductions, preferred payment and delivery terms, and shipping options when necessary.
- Ensure that all applicable purchases > $5k complete a Global Procurement Requisition Form to HQ procurement with local pricing information, and if it is determined that the best source is local then make sure to receive a Local Purchase Approval from HQ before preparing a LPO.
- Once all required steps have been completed depending on the value of the procurement, then: make the selection of the best supplier with regard to price, quality and delivery; determine payment and delivery terms; prepare the Purchase Orders (PO); and draw up contracts as needed.
- Ensure that all procurement is processed for all applicable exonerations as established in the Host Country Agreement or through Donor Agreements, and draft any exemption letters for duty and tax whenever necessary.
Recordkeeping and Reporting
- Ensure proper filling of all procurement documents for recordkeeping and auditing, and maintain orderly files on active orders and post activities such as change notices, scheduling changes and partial shipments.
- Ensure coordination of the procurement function across multiple field offices through the use of online tracking and electronic archives.
- Maintain an Approved Supplier List (ASL) with updated information on pricing by goods and services and performance ranking based on recent post-delivery evaluations and make sure that the report is constantly updated and re-approved as necessary.
- Creates vendor files with all necessary details by service category (e.g. stationery suppliers, electrical items suppliers, machine suppliers, etc.).
- Track the status of each procurement request and update management and requestors through regular Procurement Status Reports (PSRs).
- Periodically generate an evaluation report on supplier/vendor performance with recommendations based on service delivery/track record (at least every 6 months).
- Prepare bi-weekly commitment reports and submit to finance with supporting documentation.
Personnel Management and Training
- Manage two Assistant Procurement Officers, ensuring that assigned and delegated work is managed on time and per CRS requirements.
- Monitor technical quality of all CRS procurements in northern Iraq, including procurements delegated to admin and program staff.
- Travel to Duhok and Kirkuk at least each two months to monitor procurement activities and provide training to operations and program staff. Travel to Baghdad if requested, to support the procurement function, provide training to staff, and provide technical support / guidance to partner staff.
- Ensure that incoming Erbil and Kirkuk staff receive procurement orientation within two weeks of hire. Provide additional procurement training as necessary, based on observations of common mistakes, issues, or new procedures.
Communication, Coordination and Other Duties
- Ensure personnel designated to receive (admin. or logistics) have as much advance notice as possible of expected delivery of goods and to be ready to prepare the Goods Received Note (GRN).
- Provides details of fixed assets procurements (type, quantity, supplier, price, fund/project #, name of partner, etc) to the personnel responsible for property management.
- As needed and always respecting segregation of duties, coordinate with the administration or logistics staff personnel assigned to receive procured goods whenever there is a problem encountered with completing their established functions correctly and in a timely manner, as established in the CRS Procurement Manual: 1) verify that the goods and invoices received meet the quantity, price and specifications on the Purchase Order/Contract document; 2) complete a Goods Receiving Note (GRN) for all goods received; 3) inform the requesting personnel and the PO that their goods have been received; 4) enter the goods into inventory, and storage if needed; and 5) submit the GRN and the supplier invoice to the designated non procurement personnel responsible for conducting 3-way matching (invoice, PO, GRN) and payment request processing.
- Follow up with finance team to ensure timely payments as per contracts and purchase orders
- Assist in the preparation of award letters, agreements, memos and letters as needed
- Keep requestors informed of the status of all procurements until delivery/service completion.
- Coordinate with other departments to make sure PRs, supplier quote responses, and POs are complete and clear.
- Responds to audit queries in a timely and professional manner when necessary.
- Collects information on price of goods and services whenever needed for budgeting or planning purpose.
- When necessary and within acceptable parameters expedite requisitions and orders to meet urgent operational needs.
- Ensure vigilance against fraudulent activities in all procurement processes. Immediately report issues of suspected or known fraud, corruption, vendor collusion, or staff collusion to senior management.Assist in advancing the use of new technologies and applications to improve procurement process
Qualifications & Preferred Skills
- Demonstrated strengths in operational management with a strong client service focus; able to work with diverse groups of people and team oriented environment
- Skilled in obtaining information necessary to accomplish duties
- Able to prioritize work, multi-task and meet deadlines
- Problem analysis and problem resolution at both a strategic and functional level
- Able to express technical ideas and concerns in a non-technical environment
- Strong customer orientation
- Able to work independently
- Able to adapt and learn
- Ability to develop effective systems considering organizational effectiveness and impact on people.
- Strong organization and planning skills, detail oriented
- Ability to work in a team environment with programming, and administration . Maturity and discretion, able to work with, and maintain confidential information
- Minimum five years’ work experience in a management of non-profit, development, and/or humanitarian organization.
- Understanding of CRS financial and administrative systems, policies, and procedures preferred.
- Experience managing large, complex U.S. government awards; knowledge of relevant regulations.
- Ability to work in a complex environment and to lead and work with a multi-cultural team.
- Computer literate in MS Office, internet, email.
- Strong communications and analytical abilities.
- Willingness to travel