Procurement (Technical) Officer
Jobnumber : S03212
Contract Type : Employee
Closing date : 21-Mar-2023
Posting Start Date : 12-Mar-2023
Location : AFGHANISTAN
Duty Station : Kabul, Afghanistan.
Duty Station Status : Non Family Duty Station
Duration : 9 Months
Accompanied Status : Non-Accompanied
The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality. IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services. IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat. IFRC has had a consistent presence in Afghanistan since 1990 to support the Afghan Red Crescent Society (ARCS) in its organizational development, auxiliary role and outreach, humanitarian diplomacy, partnership development, humanitarian response operations, and longer-term programming. A core part of IFRC’s mission is to coordinate and support the work of member National Societies, driving the transformations that are essential for the IFRC network to fulfil full potential as a global humanitarian actor – engaged, accountable and trusted – and to deliver on an agreed agenda. The IFRC Secretariat as well as engages with the ICRC on Movement Coordination and Cooperation in line with an existing Movement Cooperation Agreement. Currently, Afghanistan is reeling from a complex humanitarian crisis resulting from a convergence of drought, food insecurity, displacement, gaps in essential services including health, economic hardship, and effects of a conflict which spanned decades, among others. In response to ballooning humanitarian needs, the IFRC is supporting ARCS in scaling up humanitarian response alongside longer-term programmes. The collective funding requirements of the IFRC network for Afghanistan in 2023 are CHF 120 million. IFRC will support ARCS programming under three pillars: Pillar 1 on addressing immediate humanitarian needs; Pillar 2 on supporting recovery and bridging to development, and; Pillar 3 on strengthening local response capacity.
The Officer, Procurement (Technical) works with the Procurement delegate and other Staff with the overall supervision of the Supervision of the Supply Chain Management Coordinator (SCMC) to ensure effective procurement of Technical items and equipment activities at the Country Delegation in Kabul. S/he works with the procurement and programme teams to ensure effective procurement of construction related projects and or materials, services, and equipment. S/he is responsible for evaluating suppliers, products and services and ensuring that approved purchases are cost-efficient and meets the specified technical and quality standards. The CPO will follow all procurement procedures and maintain an updated list of current and incoming inventories as well as pre-qualified contractors.
Job Duties and Responsibilities
- Work with the Procurement Delegate in planning for procurement of technical items, equipment, construction works and consultancy services activities within the Afghan delegation.
- Together with the Procurement Delegate and Programme teams, plan the various stages of procurement processes for technical items, equipment, construction and consultancy phases, prioritizing and organizing activities and resources to achieve project objectives.
- Support the Procurement Delegate in planning at the early stages of the technical procurement projects, liaise with IFRC Engineer, ICT and ARCS relevant staff in obtaining relevant paperwork and permits and authorizations for construction.
- Assist the Procurement Delegate in consolidating all relevant paperwork and documents (Bill of Quantities – BoQs, Permits, ARCS Approvals, Drawings and Designs, Site Maps/Plans, building permits, etc)
- Assist the Procurement Delegate in developing and drafting the initial Invitation to Tender (ITT) documents, solicitations, advertisements, scope of work, general specifications, terms, and conditions to complete the Tender File, for review and finalization before commencement of tender processes.
- Consolidate all Tender Packages, share with the relevant staff for advertisement in relevant media.
- Plan for reception, registration, and acceptance of tender bids for technical items, equipment, construction and consultancy services, availing bid registration to the receptionist for the same, ensuring IFRC policies are followed in the process.
- Consolidate all notices for clarifications from prospective contractors, share with the Procurement Delegate for response to all tenderers.
- Develop tender process management timetable to ensure conclusion of the procurement process within the set timelines and as per requirements of the requesting department. Update the timetable as appropriate.
- Conduct market research and analysis on current ICT and construction material cost, labour rates to ensure contractor catalogue materials and labour pricing is aligned and competitive with industry averages.
- Participate in tender opening sessions for technical items, equipment, construction, and consultancy with the Procurement Delegate by offering secretarial services support, organizing, and arranging documentation for the tender processes, drafting minutes of proceedings for review by the delegate.
- Assist the Procurement Delegate in preparing Competitive Bid Analysis, CBA, minutes, notice of award documents.
- Preparing Notice of Award and Notice of Non-Award to successful and non-successful bidders, seeking approval of the same and sending them to the respective parties.
- Drafting the initial technical items, equipment, construction and consultancy services Contracts, sharing with Procurement Delegate for review by submission to the SCMC.
- Organizing for pre-contract signature negotiations and discussions with respective suppliers, consultants and contractors, taking minutes of the proceedings to record agreed terms and conditions of contract.
- Preparing for Kick-Off meetings with the respective departments, ARCS and suppliers, consultants and contractors to agree on Work Completion work plan and timelines, update project progress report format for performance monitoring.
- Liaise with the IFRC/ARCS Engineer on suppliers, consultants and contractors schedule and project progress reporting and updates, phase completion certifications, Invoicing, and payment processing.
- Assist the Procurement Delegate in post award activities such as obtaining final vendor data and invoices from contractors and suppliers, update consultancy and construction projects tracking sheet for review.
Job Duties and Responsibilities (continued)
- Work with the IFRC Engineer and ICT Officer to monitor technical items, equipment, construction, and consultancy project progress, manage ensuing contracts, communicate any variations and or change orders requested by the Contractor and endorsed by the Project Engineer.
- Record and maintain technical items, equipment, construction, and consultancy project data for collaboration with consultants and contractors to adjust deadlines and renegotiate contract terms as situations change during construction, obtain prompt approvals to save costs and ensure timely completion of the projects.
- Document all technical items, equipment, construction, and consultancy Projects problems, risks, and challenges for analysis against construction practices to isolate areas for improvement and enhancement.
- Prepare CASH flow forecast for all ongoing technical items, equipment, construction, and consultancy Projects, communicate the same to the Assistant, Supply Chain – Payment for action.
- Follow and ensure compliance with the Federation Policies and Procedures on the Procurement Schedules for the procurement of technical items, equipment, construction, and consultancy projects, purchase of equipment, services, and materials.
- Coordinate transportation of technical items, equipment, construction, and consultancy materials to project sites, where relevant
- Create and maintain good relationships with all consultants, contractors and suppliers
- Prepare and submit construction reports monthly.
- Bachelor’s Degree in Administration, Business, Procurement, Logistics & Supply Chain Management, Construction Management, Engineering, from a recognised institution of higher learning
- A minimum of 3 Years’ experience as a Procurement, logistics or project officer and or ICT, ERP Systems, Engineering, construction Management with INGOs, UN, Private sector
- Proven Experience in Open tender, Restricted tender, Competitive Negotiated procedures and contracting.
- Experience of working within the Red Cross and Red Crescent Movement, INGOs, UN, Private Sector Preferred:
- A good understanding of Afghanistan Country Context
- Experience in financial management, including budgeting
Knowledge, Skills and Languages
- Must demonstrate strong acumen in Procurement of Technical items, ICT, ERP, Automotive Engineering, construction material cost and labour rate analysis. Have proven experience in the areas of Engineering and construction procurement.
- Must have knowledge of industry standards and safety regulations: OSHA rules and regulations.
- Strong communications skills, including the ability to speak and write effectively and professionally.
- High integrity and use of discretion in handling confidential matters.
- Computer literate; proficient in Microsoft Office Suite: Word, Excel, Teams, PowerPoint, SharePoint, and Outlook
- Fluent in English, Pashto, and Dari Preferred:
- Excellent organizational skills: sound judgement and critical thinking skills and the ability to understand new technologies quickly.
- Ability to work, communicate and relate effectively with diverse stakeholders, especially those economically challenged.
- Well-developed customer service skills with excellent interpersonal skills in favourable and unfavourable situations.
- Flexible, adaptable, and manages change in a positive manner.
Competencies, Values and Comments
Values: Respect for diversity; Integrity; Professionalism; Accountability Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust Functional competencies: Strategic orientation; Building alliances; Leadership; Empowering others