Procurement Assistant

Closing date (Geneva time zone):09-01-2020

Duty station:Beira

Country:MOZAMBIQUE

Duty station status: N/A

Accompanied status: N/A

Duration:3 months

Category of Staff: National Staff

Grade: Not applicable

Vacancy No:IFRC03649

Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with 190 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.

Organizational Context

The Secretariat’s headquarters is organized into four main Business Groups in Geneva, and five Business Groups in the field, namely; Americas (Panama City); Africa (Nairobi); Asia/Pacific (Kuala Lumpur); Europe (Budapest); Middle East and North Africa (Beirut). The Africa Regional Office is organized in Country Cluster Support Teams (CCST) covering the National Societies in Eastern Africa, Indian Ocean Islands and Djibouti, Southern Africa, West Coast, Sahel and Central Africa as well as Country Offices in Sudan, Republic of South Sudan, Somalia, Democratic Republic of Congo, Sierra Leone, Niger and Central Africa. The Southern Africa Country Cluster office supports 9 South Africa, Malawi, Mozambique, Eswatini, Lesotho, Botswana, Zambia, Namibia and Zimbabwe. Mozambique was hit by two category 4 tropical cyclones (Idai and Kenneth) in one season. Mozambique National Disaster Management Institute (INGC) indicated that 1.5 million people were affected, including more than 140,000 people displaced – many sheltered across 139 evacuation centres, spontaneous settings and makeshift shelters at peak emergency moment. Some 603 people have been confirmed dead as a result of the cyclone, according to the most recent reports issued by INGC. At the same time, more than 1,600 people were injured, and more than 230,000 houses were damaged and destroyed. Tropical Cyclone Idai has also affected Mozambique’s food security and livelihoods in the long term, due to extensive damage to standing crops immediately before the harvest season due in the months of March-April as well as loss of seeds and tools . The entire southern Africa region has been facing the effects of the ongoing El Niño with below-average cumulative rainfall and abnormally high temperatures for the 2018/19 season. The whole southern Africa region has suffered from sustained drought in recent years. Nearly one month later, cyclone Kenneth has hit Northern Mozambique’s coastal province of Cabo Delgado. The cyclone Kenneth has left destructions of houses, standing crops and key installations. The assessment report indicates that over 37,000 houses either have been damaged or destroyed. IFRC has revised Emergency Appeal to assist households affected by cyclone Kenneth. IFRC has launched an Emergency Appeal on 19 March for CHF 31 million which was revised on 06 May for CHF 32 million to assist 172,500 people affected by cyclones Idain and Kenneth for 24 months. The Emergency Appeal operation focuses on shelter, livelihoods and basic needs, health, WATSAN, protection, gender and Inclusion and Disaster Risk Reduction and national society capacity strengthening in emergency.

Job Purpose

In addition to carrying out regular procurement tasks in support of Federation operations in the Cyclone IDAI operation (Mozambique), this role special tasks shall be to maintain and update key databases like PTS, SDB ,LR register, payment register as well as the coordinating supplier payments with finance and ensuring all outstanding payments are processed in a timely manner.

Job Duties and Responsibilities

Under the guidance of the Procurement Delegate, procurement assistant is responsible for:

Adhere to International Federation standard procurement practices, keeping records keeping in accordance with audit trail standards.

Assist the procurement delegate in maintaining track of all outstanding payments and liaise with finance to ensure payments are processed in a timely manner.

Record minutes of pre-bid meetings, CoC and minutes of opening ceremony of the bids.

Maintain and update procurement files as advised by the procurement delegate.

Assist procurement delegate to prepare and submit appropriate supporting documents to the Local Committee on Contracts

Execute, following appropriate authorization, the purchase and delivery of supplies in a timely and cost -effective manner.

Liaise and coordinate in a timely manner with the relevant delegations, departments, units, and services regarding delivery of supplies, keeping all parties informed of any changes.

Assist procurement officer to identify and maintain an accurate and up-to-date supplier information database for regularly purchased items and keep informed of local market conditions.

Establish and maintain a good professional working relationship with internal and external stakeholders.

Produce regular, timely and accurate narratives of the procurement tracking report and ensure it is circulated on a weekly basis to relevant persons.

Education

Formal education High school degree

Experience

Managing and supporting staff

Working for the International Red Cross and Red Crescent Movement

Working for a humanitarian aid organisation in a developing country

Procurement or purchasing, at least one -year experience

Working in general logistics

Working in management or administratio

Knowledge, skills and languages

Proficient in basic computer software programmes (Windows, spreadsheets, word-processing)

Valid driving license for light vehicles (manual gears)

Skills in training and developing staff

Advanced knowledge of written and spoken English

Competencies and values

Comments

The Federation is an equal opportunity employer.