JOB DESCRIPTION

1. Scope

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1. Context

About Relief International

Relief International (RI) partners with communities impacted by conflict, climate change, and disaster to save lives, build greater resilience and promote long-term health and well being.

Currently, RI is active in 14 countries around the world, including some of the most fragile: Afghanistan, Iran, Iraq, Jordan, Lebanon, Myanmar, Pakistan, Philippines, South Sudan, Sudan, Syria, Turkey, and Yemen.

Relief International includes the four corporate members of the RI Alliance: Relief International Inc., Relief International-UK, Relief International-France and Relief International-Europe Under our alliance agreement, we operate with a single, shared management structure.

About our Country Program/ Regional Programs

Relief International was operational in oPT starting in 2007, and after entering hibernation period in 2017, has recently reactivated its operations at the end of 2023.  Relief International is currently building its response to the current and evolving situation in both Gaza and the West Bank through both a direct implementation and partnership approach. Relief International’s programming in oPT follows Relief International’s global strategy with Health as a central focus with components linked to our work in Health through the sectors of WASH, Protection, Education and Livelihoods. The context in oPT is extremely dynamic and requires focus on nexus programming that brings together both humanitarian service delivery combined with systems strengthening and longer-term programming. Navigating complex regulatory and access challenges to reach populations in need in both Gaza and West Bank will be a key area of focus for the Supply Chain Operations Manager.

1. Job Profile

The Procurement Specialist is a key technical expert, ensuring efficient and compliant procurement processes to support Relief International's programs.

Your role will be to execute complex procurements, both domestically and internationally, while adhering strictly to RI and donor regulations. You will also support emergency response procurement, provide guidance and training to staff, and maintain up-to-date knowledge of donor policies.

1. Key responsibilities

AUTONOMY AND COMPLEXITY:

• Applies and adapts professional expertise by analyzing information and interpreting established methods and procedures - This aligns with the P5 level's requirement for in-depth knowledge and experience, using best practices to improve services and solve complex problems within established guidelines.
• Solves complex problems; takes a new perspective using existing solutions - This reflects the need for the specialist to handle complex procurement challenges, potentially requiring innovative approaches within the framework of existing procedures.
• Works independently, receives minimal guidance - This emphasizes the specialist's autonomy in executing their responsibilities with limited supervision.

PROCUREMENT

• Prepare detailed solicitation documents including Requests for Proposals (RFP), Request for Quotations, (RFQ), Bill of Requirements with detailed specifications.
• Analyze Proposals/bids against the specifications and RFP/RFQs including, technical evaluations, cost analysis and other terms and conditions.
• Support and review the preparation and issuance of Purchase Orders and Contracts for acquiring goods and services. Negotiate contractual terms and conditions with contractors.
• Conduct regular follow-ups with vendors and contractors for timely delivery and installation of goods procured in accordance with the contract terms and conditions.
• Review invoices before processing payments for administrative and technical checks.
• Lead on all international procurements and be the focal point for all country and strategic supplier agreements. This includes obtaining quotes, developing, getting approval and finalizing bid analysis and Purchase Orders/Contract, this also includes timely and collaborative communication with all stakeholders and being responsible for avoidable.
• Support Country teams in setting up local Framework agreement and contract services for Gaza and oPt in coordination with field SC team
• Execute medical procurements with Country and Global technical focal points to ensure quality of sourced products and its final delivery.
• Ensure that medium and high-risk items sourced locally, regionally and internationally have adequate quality certification issued by internationally recognized Stringent Regulatory Authorities.
• Ensure that project sourcing/procurement plans are in place and regularly updated by the SCO team.
• Regularly carry out market analysis, collect relevant documentation from potential suppliers.

REPORTING

• Maintain and update the procurement tracking sheet accurately, sharing it with stakeholders on a weekly basis.
• Provide progress data for record and tracking of Purchase Requisitions (PRs) to staff responsible for maintaining the Procurement Tracking sheet.
• Facilitate the provision of the Procurement Tracking Sheet (PTS) to customers on a weekly basis, organized by project number.
• Generate and communicate procurement Key Performance Indicators (KPIs) and associated recommendations at the country and regional level, ensuring the information is clear for decision-making by both operations and management staff at all levels.

STRATEGY

•  Support the Supply chain & Operation Manager in the development and implementation of supply chain strategy development with an emphasis on sourcing pharmaceuticals and medical supplies.
• Ensure full alignment with RI Global procurement policies and procedures. Ensure policies and procedures are disseminated in a timely manner and that all relevant staff are trained and competent. Ensure local, national, and international procurement practices are compliant with donor regulations.
• Participate in program mobilization efforts and meeting for all new projects and project extensions.
• Ensure that the supply chain is appropriate and cost effective, based on budget, markets, infrastructure, nature of the RI programs, and need for timely delivery.
• Support program leads in procurement plan review and once agreed action the plans
• Ensure procurement needs are prioritized and categorized with the procurement teams in an efficient and effective manner.

Operations

•  Facilitate the rapid execution of customs clearance supported by custom clearing agency
• understand any restrictions on importation regarding pharmaceuticals, communication and vehicles and any other goods.
• ensure implementation of US Export regulations and Anti-terrorist regulations as relevant.
• Coordinate with the logistics team Department to arrange deliveries.
   
• Collect all relevant evidence (GRN-SRN-QC report) and check the final documentation prior submitting the invoice to the Finance Department.
• Occasionally, and based on specific needs, assist and support field teams during missions, providing backup and follow-up on field deployments.

Behavior and conduct

• Ensures that behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies
• Acts with integrity and holds themselves accountable for being respectful, inclusive and professional
• Reports any concerns

Management and leadership

• Ensure the highest standards of behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies
• Be a model for ethical conduct standards for other team members
• Embrace diversity, and model inclusive and equitable behavior.
• Ensure own actions and the actions of the teams’ members they manage do not adversely impact the safety of the RI team and the vulnerable communities we serve
• Ensure donors, partners and communities are aware of RI conduct and reporting mechanisms
• Ensure safeguarding is embedded in all the work we do
• Be responsible for ensuring a culture and systems in place for reporting

Person Specification

Skills, knowledge and expertise required for the role.

Essential criteria

• Degree or professional certification in Procurement or Supply Chain Management, Humanitarian Logistics, or related field.
• At least 5 years international experience managing a large multi-site operations, preferably within an INGO/NGO setup. 
• Experience working with the following main donors: BHA, ECHO, UN and knowledge of specific donor guidelines.
• Solid   knowledge   and   understanding   of   practical   Supply   Chain   procedures   and maintaining supply pipelines in areas with weak infrastructure and complex.
• Demonstrated excellence in training and capacity-building of specialist and non-specialist staff in Supply Chain Management.
• Strong organizational, interpersonal and communication skills.
• Strong computer competency with word processing, spreadsheets, and databases.
• Strong leadership qualities and willingness to exercise initiative.
• Ability to identify and communicate potential problems and propose solutions to the level of management and then effect change.
• Must be able to function effectively in complex work environment, set  appropriate priorities and deal effectively with numerous simultaneous requirements.
• Fluency in English and Arabic, both written and spoken.
• Willingness to travel within oPT and potentially outside (where security allows) to provide technical support.

Desirable criteria

• Prior experience working in oPT will be favored.
• Experience with medical procurement and supply chain management will be favored.

RI Values

Guided by the humanitarian principles of humanity, neutrality, impartiality, and independence, as well as “Do No Harm,” Relief International Values:

• Integrity
• Adaptability
• Collaboration
• Inclusivity
• Sustainability