Manager, Procurement Emergency Response Team

JOB SUMMARY: This position will support International Medical Corps emergency response delivering outpatient clinical care to disaster effected populations.

The primary responsibility of the Manager, Procurement Emergency Response Team is to support the implementation of services in an emergency setting. The Manager, Procurement Emergency Response Team is responsible for the establishment and delivery of procurement services in accordance with International Medical Corps (IMC) policies and procedures, WHO standards, and where applicable, at minimum Emergency Simplified Procedures (ESP). This requires a highly motivated and detail solution-oriented individual who will be able to resolve critical challenges as they arise in order to meet Emergency Medical Response requirements related to procurement.
Manager, Procurement Emergency Response Team contributes to ensuring that International Medical Corps commitment to improving quality and accountability in humanitarian work is upheld, through reference to the Sphere Charter, IMC Minimum Standards and the NGO Code of Conduct.

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

MAIN TASKS AND RESPONSIBILITIES

Manager, Procurement Emergency Response Team works to identify priority areas to improve International Medical Corps preparedness and emergency response capacity related to procurement.
S/he will support the implementation of procurement procedures and policies during preparedness phase and emergency response through the following specific activities:

Procurement Execution

• Responsible for the effective implementation of IMC Procurement policies, procedures and systems applicable to the Emergency Medical Response under Emergency Simplified Procedures and as required, standard operating procedures. Ensure existing practices, policies and procedures are in compliance with IMC global standards and donors' requirements.
• Responsible to ensure procurement activities are conducted as often as required while aiming to achieve value for money purchase through ethical, transparent and fair competition in line with organization and donors' standards.
• Responsible to support Project Managers and Team Leader by establishing dynamic and flexible procurement planning processes and pro-actively collect procurement needs from program teams to minimize time between needs identification and procurement delivery.
• Responsible for the organization of a reliable and cost-effective local procurement system and delivery of procurement services in support to the Emergency Medical Response operation.
• Accountable for and initiation, coordination and tracking of the national / international re-supply pipelines.
• Responsible for an effective implementation of the re-supply process, interfaces with Emergency Medical Response warehouse, medical teams and IMC Global Procurement Unit (GPU) to place orders in a timely fashion, to avoid stock-outs that would impact mission and service to beneficiaries.

Market Survey and Vendor Management

• Responsible for local market survey for relevant items categories. Pro-actively coordinates with established humanitarian organizations / UN agencies as primary source of information if available.
• Coordinate with Global Procurement Unit and US based logistics team on international market survey for items prepositioning or for items not available locally, for response resupply purpose.
• Responsible for vendor registration and timely conduction of vendor prequalification for medical commodities in line with Global Procurement and Supply Chain prequalification protocol
• Conduct regular due diligence vendor visits to mitigate risk of vendor underperformance, low capacity/quality or ghost vendors.

Reporting and Filing

• Responsible and accountable for the establishment of commodity pipeline information for local and international procurement, procurement tracker and its timely communication to with EMT stakeholders, ERU Management and HQ Logistics focal points.
• Accountable for the establishment of an accurate filing systems maintained updated and its periodic verification for auditing purposes, both Internal and External Donor audits.

Transition

• Responsible for anticipating, planning and execution of the transition from ESP to standard procurement procedures.
• As operation requires and response duration expands responsible for the implementation of Blanket Purchase Agreements for frequently procured supplies, works and services in order to strengthen and optimize EMT local procurement capacity.

Clearance and Export Compliance

• Responsible for customs clearance of the EMT equipment and supplies directly or through identified alternative Consignee in the most cost-effective and fastest possible manner.
• Responsible for field purchases Export Compliance in collaboration with HQ export compliance Focal Points.

Staff Capacity Building and Performance Management

• Select, orient and oversee the performance of staff under line management.
• Contribute to the recruiting, induction, on-job training/coaching and management of an adequate local procurement staff, as required to augment international team to meet EMT response requirements.
• Coach, train, supervise and mentor direct-report staff and provide regular and timely positive and constructive performance feedback, and providing documented performance reviews.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.

External and Internal Coordination

• Proactively engage with team members on all procurement matters and coordination requirements related to assigned functions.
• Support Logistics in engagement with donors, local government, project partners, UN agencies, Logistics Cluster and other non-governmental organizations (when requested) to ensure adequate information sharing, address common concerns/problems and seek solutions.
• Represent IMC in a positive and professional manner contributing to the creation of a positive image and overall credibility of the organization, notably through the application of IMC's mandate, ethics, values and stand-point with regard to other actors.

Compliance and Best Practices

• Committed to fraud detection, risk reduction and fraud reporting,
• Ensure compliance with IMC policies and procedures, applicable donor regulations and host country regulations and laws.
• Work with Finance, Compliance and audit focal points to assess compliance with internal controls and implement corrective measures.

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 all inclusive.

Code of Conduct
As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps' and donor compliance and ethics standards and adheres to those standards.

If this is a supervisory position, one must set an example of ethical behavior through one's own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps' policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding
It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

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.

MINIMUM QUALIFICATIONS

• Typically, a Bachelor's degree in Logistics, Supply Chain Management or related field. Equivalent combination of relevant education and experience may be substituted as appropriate.
• Typically, 7+ year of relevant experience working in humanitarian logistics.
• Experience in supply chain management in an emergency environment with emphasis on procurement
• Experience building and developing the capacity of staff through the use of formal and on-job training
• Excellent interpersonal and team skills
• Commitment to and understanding of IMC's aims, values and principle
• Working knowledge of Microsoft office and related IT offerings preferred
• Commitment and demonstrated skills to build national staff capacity in the areas of logistics management, supervision and monitoring
• Strong organizational and problem-solving skills with analytic approach
• Strong interpersonal, management and leadership 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 teams
• Strong negotiation, interpersonal and organization skills
• Proficiency with MS Word and Excel
• Ability to effectively present information and respond appropriately to questions
• Ability to read, write, analyze and interpret, technical and non-technical in English
• Fluency in English
• Fluency in additional languages such as French, Spanish, or Arabic desirable