The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflict and other situations of violence and to provide them with assistance.

For more information, visit website: https://www.icrc.org/

The International Committee of the Red Cross (ICRC) Delegation in Ethiopia is looking to hire an experienced, highly motivated and qualified person to fill the position of Buyer 2,  based in Addis Ababa.

PURPOSE

Buyer 2 oversees implementing the procurement strategy in a Ethiopia Delegation or at regional level, in accordance with ICRC rules and regulations.

 GENERAL DUTIES

• Understands and adheres to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement

• Understands and adheres to the ICRC Code of Conduct

• Understands the roles of the components of the International Red Cross and Red Crescent Movement

• Respects and observes staff regulations and security rules at all times

• Represents the ICRC in a professional manner at all times

• Develops and maintains a pleasant and conducive working environment with colleagues and line managers

• Performs all duties with the highest level of confidentiality in the interest of the employees and the ICRC

• May be asked to perform tasks not covered in this job description and to provide support to other departments when necessary

  
  

ACCOUNTABILITIES AND RESPONSIBILITIES

• Sources, assesses and evaluates suppliers in collaboration with their direct supervisor and updates supplier master data.

• Follows up on the supply process from quotes/tenders and supplier selection to delivery, including negotiating with suppliers and establishing contracts.

• Updates supplier performance indicators.

• Takes part in collaborative planning with other ICRC staff.

• Analyses the procurement portfolio and initiates long-term agreements for recurring purchases; suggests manufacturers from the region for the ICRC's worldwide annual tenders.

• Supports the Supply-Chain Planners in deciding stock levels based on suppliers' delivery lead times.

• Implements the ICRC's purchasing strategy for each product family in coordination with the Lead Buyer.

• Maintains the material resource planning (MRP) parameters for item settings in JD Edwards software for their site or product family.

• Monitors MRP suggestions and processes them for procurement; participates in establishing and reviewing buffer stock.

• Supervises, Appraise and trains Buyer 1 and messenger.

• Develops and maintains a network of procurement-related contacts.

• Monitor and assess new and existing suppliers, and manufacturer, conduct survey on current market conditions, proper follow up and execution of local and international tender processes and proper green light procedures.
  

SPECIFIC ACTIVITIES

 Order Management / Supply Chain

• Receives signed and validated SR from the SCA Logistician, analyzes them and communicates with the requester for further details if needed

•  Advises requester on quality issues/differences

• Ensure relevant specifications per product and guide line put in place.

• Ensure proper source of suppliers and manufacturers are contacted based on RFQ or RFT procedures.

• Places orders abroad with consideration to delivery times, transport costs, etc.

• Follows-up delivery process of goods/services by suppliers.

• Ensures that purchase files are maintained, auditable, archived and in good order (SR RFQ, ST, PO, DF and Invoices etc.)

• Supervise, monitor and evaluate timely delivery of goods and services as per schedule put in place. 

Quotations/Tender Process 

• Ensure the RFQ/RFT posted at the right site/newspaper and contains all relevant information to enable transparent selection of the best price, quality, terms and conditions.

• Checks items’ prices and proforma invoices/price offers from suppliers, priority will be given to whole seller and manufacturers as a main source of supply.

• Validate/approve and sends out request for quotation RFQ/RFT using the ICRC LOG Standard Item & Supplier database if there is any.

• Organizes tenders for main purchases items and propose selection table to Head of Logistics by providing proper supporting documents.  

Analysis of offers / Suppliers selection

•  Ensures that all Rules and Regulations of the ICRC standard procedures for purchasing are followed (RFQ/RFT, ST, etc...)

    Presents selection table (ST) and supports documents to justify and exhibits transparency in the choice of supplier and ensures the appropriate parties have approved the ST local or upstream.

• Ensures that high value purchases are conducted in liaison with Geneva/LSC Nairobi, with the applicable green light system and in full conformity with the financial rules within the delegation, and according to GVA/ LSC Nairobi purchasing rules and Procedures.

• Evaluates and selects suppliers in close collaboration with the Head of Logistics.

• Develops a clear pipeline strategy (payment, delivery) for important purchase when necessary. 

Finance and Administration 

• Ensures that requester respects financial procedures, especially regarding authorization of expenditure, as per allocated budget and provides updated information regarding purchases (amount and timing) requester and Finance unit.

• Validate and approve invoice, quotations and all supporting documents based on the threshold, financial rules and regulations.

• Validate and approve orders petty cash and follow up its proper implementation, and settled in time, while may handle petty cash when necessary.

• Performs necessary paperwork and assures follow up to administration and other departments. 

Purchase of Goods 

• Ensures that best prices for quality are obtained from the proper source and authorized supplier/agent through a proper RFQ/RFT procedures put in place.

• Issues PO and/or Contracts for all assistance items purchased where necessary

• Checks the legal validity of the terms of contract

• Validate/approve PO as per allowed threshold and financial limit.

• Liaises with inspection companies to facilitates the necessary execution of process and documentation.

• Ensures that proper PO files with all relevant documents are updated and archived properly.

• Confirms supplier's reception of PO and agreement on terms and conditions 

Reception of Goods, Quality & Quantity Control and Claims 

• Follows the delivery schedule for goods as per instructions in the purchase contract are respected.

• Ensures, with the warehouse or receiver in charge of quality control, that all conditions agreed in the contract have been met in terms of quality and quantity.

• Treats all claims received from the clients in cooperation with Supply Chain and other concerned log unit.

• Coordinates and resolves problems with end user departments and supplier in respect to quantity or quality issues. 
  

Analysis of offers / Suppliers selection   

• Ensures that all Rules and Regulations of the ICRC standard procedures for purchasing are followed (RFQ/RFT, ST, etc...)

• Presents selection table (ST) and supports documents to justify and exhibits transparency in the choice of supplier and ensures the appropriate parties have approved the ST local or upstream.

• Ensures that high value purchases are conducted in liaison with Geneva/LSC Nairobi, with the applicable green light system and in full conformity with the financial rules within the delegation, and according to GVA/ LSC Nairobi purchasing rules and Procedures.

• Evaluates and selects suppliers in close collaboration with the Head of Logistics.

• Develops a clear pipeline strategy (payment, delivery) for important purchase when necessary. 

Planning, Reports and Statistics   

• Makes planning of the procurement strategy according to budget, mobilisation table and requester need.

• Anticipates the needs together with the Head of Logistics & Channels all relevant information related to the department.

• Reports any changes on the local market (availability of goods, shortage, price variation, etc.)

• Reports problems and unusual requests concerning, purchase, quality, price and quantity etc.

• Ensures all documents required for a PO file are available and handed over to CSD/SCA.

• Ensures time reporting is conducted regularly and properly.

• Reports claims received from the clients to the head of logistics. 

Database Management

• Ensures that all standard databases are filled correctly and used (PO database, JDE, MoPed)

• Updates and maintains supplier's database or similar

• Helps the JDE database manager in providing proper descriptions of goods for item coding

• Creates and updates products analysis file timely. 
  

Other Activities

• Manages filing and archiving of all documents related to the work of the unit
• Maintains a proactive approach with the requesters and concerned log units.
• Ensures of having an overall knowledge of the projects, for which specific needs are requested and all ongoing processes of purchasing.
  

ADDITIONAL DUTIES

•   Follows up on all work-related messages and correspondence with the relevant contacts and departments.

• Is aware of the delegation’s objectives and has a good knowledge of the Movement and other contacts relevant to the position.

• Collects and shares information to improve the ICRC’s understanding of the environment and humanitarian trends and responses.

• Represents the ICRC in an appropriate way during activities, in meetings and in the field, and avoids any activity that may reflect negatively on the ICRC’s image.

• Takes responsibility for own professional learning and development.

• Contributes to the analysis of the security, socio-economic, cultural and political environment relevant to the ICRC and share relevant information with colleagues.

• Reports events and changes within the region that could have an impact on ICRC's activities and hence provides sound elements to the Delegation that allow to establish objectives and priorities.

• Masters degree in procurement or supply management.

• Degree in agronomy, computer science or civil, electrical, mechanical or electromechanical engineering an asset.

• Computer proficiency.

• Good command of English; depending on the country of assignment, good command of French may also be required.

• 6 years' experience in international procurement.

• Knowledge of quality management an asset.

• Professional knowledge of a specific category of products.

• Proficiency in supply software.