Junior Medical Purchaser
International Committee of Red Cross (ICRC)
Total years of experience :11 years, 9 Months
PURCHASING
1) Procurement
- Handles current purchases for ICRC medium/large operation and/or for sectors of importance.
- Submits various offers to logistics department and administration and ensures correct purchasing procedures
- Carries out statistics for the unit
- Takes part in the selection of suppliers
- Guarantees that Suppliers Files are regularly updated.
- Secure that any new selected supplier fulfils ICRC requirements (supplier assessment, trade registration…).
- Handles the registering of new suppliers in ERP (coordinating it with Finance department).
- After tendering and supplier selection, supports the Purchaser in generating Purchase Orders or Frame Agreement in ERP.
- Inform suppliers of tendering results after selection.
- Follows up purchase orders deliveries and update any change related to the order in our internal ERP.
- Secure that reception of the goods is properly done and registered in the ERP.
- Understands and fully adheres to the ICRC purchasing procedures and financial rules and uses these to ensure transparent and accountable purchasing activities.
- Handles petty cash purchases upon requests.
2) Communication
- Communicates with SCA in case of delivery delays and other problems and proposes suggestions for solutions.
B) OFFICE ACTIVITIES
Administration
- In charge of handing over completed purchase files before submitting it to management for review by auditing team.
- Ensures that all invoices are processed and signed by the Logistician in charge.
- Ensures PO files are completed according to ICRC standard procedure
- Ensure that weekly purchase forecast are accurate by updating delivery date and follow up goods reception in the ERP
C) MISCELLANEOUS
- Reports on occurred problems without delay to the Head of Purchase and or the Reg. LogCo
- Assists other logistics staff when required.
- Able to take over Purchaser daily duties during his absence, for a short period of time.
- Provides support required by the Purchaser in charge of the product category.
supporting for the cash program for Syrian refugees
Calling/answering the refugees and check the payment dates form the bank
Checking the update list for the refugees from UNHCR
Inform the line manager about the problems and hardships faced the refugees .
The position is Amman-based with regular travel to Azraq as required by technical manager. Ideally 3 days at Amman and 2 days at Azraq.Under the Project Manager and in support of the Finance Delegate and Procurement.
General support to administration tasks in Amman Office and supporting the Project Manager and administration and procurement as well as office tasks e.g. tracking phone calls and ensuring circulation of relevant information, reporting in timely manner. Maintaining computer and manual filing systems. Provide information to internal colleagues or external stakeholders . Handling sensitive information in a confidential manner.
Supporting tasks for procurement, preparing procurement files for authorization and payment. Keeping the filing system according to standards of the IFRC procurement rules and ensuring that supporting documents are according to the Finnish Red Cross finance regulations. Review requisitions for completeness and accuracy; follow up on discrepancies with the initiating department, identify available suppliers for each requisitioned item. Organize and maintain computerized records containing vendor and bid information. Process requisitions into purchase orders. Receive, open, screen, log and date stamps bid responses/quotations, mail as required and organize bids for review by the specialist.
Support the Finance Delegate in recording and retrieving financial details of the companies including maintaining financial records, processing payments, cash handling and salaries. Matching invoices to statements and purchase orders to invoices.
Translation of documents in writing from Arabic to English and vice versa when requested. Any other task assigned by the line manager. To liaise the services providers on telephone line, e-mails….etc. Interpretation for the Delegates, from English to Arabic and vice versa when requested.
Organizational context (where the job is located in the Organization)
The position is located in Azraq Refugee Camp in Al’Azraq where a consortium led by the Finnish Red Cross brought a field hospital to Azraq refugee camp in August 2013. The official opening of the hospital was 12.10.2014, and since the hospital has been providing secondary level hospital services to the Syrian refugees of the Azraq camp.
Job purpose
To support the Procurement Delegate to make sure that the procurement and logistics functions of the hospital are run according to the IFRC, Finnish RC and donor requirements. To provide professional logistics services to the hospital project team, and to collaborate with suppliers as requested by the supervisor.
Job duties and responsibilities
DUTIES Applicable to All:
1. Work towards the achievement of Federation goals in the country/region of operation through effective managerial and lateral relations and teamwork
2. Ensure understanding of roles, responsibilities, lateral relationships and accountabilities
3. Perform other work related duties and responsibilities, as may be assigned by the Hospital Manager.
SPECIFIC DUTIES:
The Procurement Associate is responsible for:
- To assist the Procurement/Logistics Manager in administrative related activities;
- To ensure that procurement procedures follow the IFRC and Jordanian legal procedures, as well as other set requirements stated by the donors. Keep records to full audit trail standard in an ECHO funded operation;
-To be involved in procurement planning;
-To prepare Request for Quotations, obtain quotations, prepare Comparative Bid Analysis and recommendations to purchase, and - with authorisation - purchase appropriate supplies and services and prepare procurement contracts;
-To arrange delivery in a timely and cost effective manner and to liaise and co-ordinate with the relevant stakeholders regarding delivery of supplies. Keep all parties informed of any changes in a timely manner;
-To identify/maintain accurate supplier information for regularly purchased items, keep informed of local market conditions and establish/maintain good working relations with suppliers;
-To ensure that all purchased goods are fit for the purpose and have appropriate certificates when required, with the support of hospital medical and technical staff;
- To gather and consolidate data; prepare procurement reports and financial data;
- To make sure the payment of suppliers are done correctly and in time;
- To coordinate and record inventories along with all the hospital units;
- To translate during meetings, to translate documents;
- To support and train staff about the procurement and its requirements;
- To perform any other work related duties and responsibilities assigned by the line manager
General support to administration tasks in Amman Office and supporting the team work. Support in the smooth running of all issues concerning administration and procurement as well as office well keeping e.g. tracking phone calls and ensuring circulation of relevant information, report and memos….in timely manner.
Supporting tasks for procurement, preparing procurement files for authorization and payment. Keeping the filing system according to standards of the IFRC procurement rules and ensuring that supporting documents are according to the Finnish Red Cross finance regulations.
Translation of documents in writing from Arabic to English and vice versa when requested. Any other task assigned by the line manager. To liaise the services providers on telephone line, e-mails….etc. Interpretation for the Delegates, from English to Arabic and vice versa when requested.
Teaching English Language for non-speakers using English school books and activities. Helping students to do their home-work. Explaining the lessons and giving vocabulary, new meaning and expressions in English. Explaining Grammar that required in the books. Spilling, writing, dictation and exercises for the children. Practicing to use English Language in daily life. Testing students before their formal exams. Co-ordinate with the school teacher to solve learning language difficulties.
Prepare invoices, reports, memos, financial statement and other documents, using word processing, spreadsheets, database, or presentation software. Attend meeting to record minutes. Perform general office duties such as ordering supplies, and performing basic bookkeeping work. Develop or implement product-marketing-strategies. All office paper work and filling.