Job 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.