Senior Procurement Officer (National Position)

The IRC has been operating in Thailand since 1975 and currently assists displaced persons in Tak, Kanchanaburi, Ratchaburi, and Mae Hong Son provinces.

Job Overview/Summary:

The primary objective of this position is to support the Supply Chain function in developing procurement practices to improve program support.  It requires the incumbent to have a deep understanding of humanitarian supply chains including but not limited to need assessment, sourcing, buying, and expediting procurements.

The incumbent requires close collaboration with field staff, country leadership, program teams, and Global Supply Chain Quality Assurance which is located in a different continent.

Major Responsibilities:

A. Procurement Planning

• Perform Market Analyses by collecting, organizing, and analyzing market data and financial reports and monitoring the Supply Market to ensure prices and Supplier offers are authentic and reasonable.
• Coordinate with concerned program staff to ensure Procurement Plans are updated and uploaded.
• Coordinate with supply chain field staff or contact person at the destination place to prepare for the receiving process.

B. Procurement

• Implement all IRC procurement Standard Operating Procedures to ensure compliance with IRC and donors’ procurement policies.
• Work with requesters to develop comprehensive purchase specifications and Item Forecasts.
• Maintain accurate procurement data and records and ensure on-time delivery and procurement reporting.

·         Review and process Purchase Requests in accordance with the IRC and the donors’ guidelines.

• Ensure the completion of delivery and all the required documents for payment including accruals.
• Lead the bidding process, including the Request for Quotation process (RFQ), Request for Proposal process, (RFP) Tender evaluation, and facilitating procurement committee functioning.
• Conduct tender process in collaboration with the supply chain staff in the field to support strategic procurement.
• Conduct negotiations with suppliers ensuring competitiveness with transparency and documentation.

C. Contracting Process

• Prepare, review, and utilize Procurement contracts, including Master Agreements (MPA, MSA) to ensure favorable Procurement Terms and Conditions are met.
• Monitor contract implementation to ensure supplier’s adherence to contract terms and conditions.

D. Supplier Management

• Conduct Supplier performance reviews and feedback processes.
• Ensure the agreement renewal in time.
• Maintain supplier files and documentation.
• Collaborate for vendor data creation and maintenance.

E. Compliance

• Conduct procurement due diligence, including ATC checks, supplier site visits, supplier background checks, and implement any other fraud prevention methods.
• Provide complete documents and ensure the QA and Legal Reviewing process is following the Procurement Threshold.
• Provide constructive support to other functions to ensure effective compliance with policies & procedures.
• Identifying and reporting procurement red flags.
• Support the arrangement of Procurement Training, ensure the certified procurement committee, and maintain training records.

F. Support Team and Field Offices:

• Guide procurement staff and support procurement activities in the fields to ensure effective support in Thailand.
• Facilitate RFP training and maintain training records.

Key Working Relationships:

Position Reports to:   Procurement Manager
Position directly supervises:  N/A

Indirect Reporting:

Internal:  Regular communicate with program staff, Operations, and Supply Chain staff at all  (country and regional).

External:  Supplier, vendor, and implementing partners.

Job Requirements:

Education: Bachelor’s degree in logistics, business administration, or relevant professional certification in supply chain management and/or humanitarian logistics is strongly preferred.

Work Experience: A minimum of three years of progressively responsible experience in procurement, contract management, administration, or related areas is required.

                                Experience in a humanitarian context is desirable. 

Demonstrated Skills and Competencies:

• Demonstrated success as a procurement leader within the supply chain including planning and procurement.

• Good collaborator with effective interpersonal and analytical skills who can work seamlessly across cultures, organizational units, and suppliers.

• Knowledge and experience in procurement plans, strategies, market analysis, procurement, and contracting.

• Good analytical and negotiation skills

• Excellent skills in conducting market analysis and sourcing strategies.

• Able to work effectively in a highly matrixed structure.

• Having flexibility and ability to deal with constraints.

• Fast learner with strong organizational skills.

• Proficient in Microsoft Excel, MS Teams, and other online meeting tools.

Language Skills:                 

Proficiency in English and Thai.

Working Environment:         

The position will be based in the IRC Bangkok office, and occasionally travel to field sites.