Specialist, Procurement ER & Preparedness
Company: International Medical Corps
Location: Los Angeles
Posted on: January 27, 2023
Job Description:
Job Title
Specialist, Procurement ER & Preparedness
Location
United States - , US (Primary)
Category
Logistics Supply Chain
Date Needed By
1/16/2023
Program Description (Background)
Job Description
JOB SUMMARY: The Specialist, Procurement Emergency Response is a
member of the Global Logistics & Supply Chain team and interfaces
with Emergency Response Unit team. This position reports to the
Manager, Emergency Response Logistics and Preparedness. S/he is
accountable for the delivery of effective and efficient procurement
services in line with International Medical Corps and donors'
standards, guidelines and processes in respect to Value for Money
principles, Ethical procurement and environmental considerations in
support to programs, emergency responses and headquarters. S/He
remains abreast of latest procurement standards in the emergency
response & preparedness context and procurement discipline. S/he
regularly reviews existing processes and proposes optimization
opportunities with aim at gaining in efficiency, reducing costs or
delivery timeline while maintaining adequate level of control. The
Specialist, Procurement Emergency Response is part of the
Procurement Subject Matter Expert group and acts as a focal point
for emergency response procurement questions and provides guidance
in the design, review and optimization of internal procurement
processes and procedures pertaining to emergency response &
preparedness. S/He is responsible for effective use of Enterprise
Resource Planning, establishing key performance indicators, setting
targets and regularly report on performance.
To perform this job successfully, an individual must be able to
perform each essential function with or without reasonable
accommodation:
MAIN TASKS AND RESPONSIBILITIES
1. Strategic procurement
- Works with ERU management and GLSC team members to regularly
performs spend/forecast analysis, review strategic procurement
categories and implement strategies to enhance medical commodities
and emergency response procurement specialization, effectiveness
and value for money.
- Proposes and lead initiatives to optimize procurement processes
and procedures to gain in effectiveness while meeting compliance
standards.
- Work at establishing dynamic long-term relationship with
strategic vendors including negotiated contractual arrangement and
business process compatibility to enhance procurement
effectiveness.
2. Procurement execution
- Responsible for the timely execution of assigned procurement of
goods and services in line with International Medical Corps' and
donors' policies and procedures.
- Manage procurement activities including: sourcing, market
research, vendor screening & registration, Procurement Request
execution, Request for quotation, Preparation of financial,
technical and final analysis and administrative support to tender
committee, preparation and submission of Purchase Orders,
reconciliation with Good Received Notes / Donation letters / PO
Receipts.
- Responsible for procurement value for money, promotes
negotiation and reports on savings. Make recommendations to help
reduce costs for the organization and emergency response.
- Responsible for tracking and communicating progress of
procurement activities and red-flags of delayed procurements.
3. Vendor management
- Ensure strong supplier performance and contract management
mechanisms are in place. Regularly measure vendors' performance,
retain performing vendors and review vendor database.
- Oversees vendor due diligence procedures, including
registration, prequalification, performance and periodic reviews.
Report vendors with recurring low performance or other
cases.
- Maintain and monitor vendor inventory identified as mission
critical to ensure expedited replenishment of items post deployment
to the field. Review of potential White Goods held as immediate
replenishment.
- Works at expanding vendor database for strategic procurement
categories, attends professional events and meetings to research
latest products and make profitable connections with prospective
suppliers.
4. Procurement compliance
- Responsible for the submission of Procurement files for review
as per Contract Review Protocol.
- Facilitates development, review and maintenance of procurement
plans for emergency responses and preparedness operations.
- Responsible for compliance with export compliance of US
products regulations when conducting procurement for sanctioned
countries.
- Responsible for effective vendor due diligence verifications
including Anti-terrorism screenings and Third-Party Due
Diligence.
- Review Sub-Agreements/Contracts and Procurement procedures of
other organizations/institutions when required.
5. Procurement Subject Matter Expert
- Participate to the development and the review of Procurement
Procedures pertaining to emergency response and preparedness
operations.
- Responsible for collecting improvement opportunities within
emergency response procurement scope; recommend and participate to
the review of procurement guidelines and procedures
- In charge of the development of specific Standard Operating
Procedures pertaining to the scope of emergency response
Procurement.
- Develop and facilitate the delivery of trainings to emergency
response teams and monitor their effective implementation.
- Work with relevant Emergency response and Technical staff to
standardize equipment and supplies across emergency responses.
6. Emergency Response:
- Emergency Response focal point for procurement matters,
responsible for the establishment of an appropriate procurement
support capacity to meet response needs.
- Deploys to support Emergency responses in Logistics or
procurement capacity.
- Deploys up to 50% of the time in the US or overseas.
7. Procurement Performance
- Strong promoter of performance management through Key
Performance Indicators. Responsible for establishing Key
performance indicators for global procurement unit and determining,
with relevant unit-leads, establishment of KPIs for other
procurement units (ERU, LA L&P)
- Provides quarterly analysis of procurement performance and
review performance.
- Regularly review adequacy of KPIs and benchmarks against
industry standards.
- Set and reviews realistic Service Level Agreement. Measures
procurement performance against.
8. LMIS & Enterprise Resource Planning
- Strong promoter of organization's Enterprise Resource Planning,
responsible for conducting operations through ERP and identifying
and documenting deviations.
- Works with LMIS leads to develop automated systems to
facilitate procurement execution, review, reporting and performance
measurement.
- Develop offline environment procurement solutions and ensures
compatibility with LMIS environment
9. Other
- Represent International Medical Corps in a positive and
professional manner to contribute to the creation of a positive
image and overall credibility of the organization, notably through
the application of international Medical Corps' mandate, ethics,
values and stand point with regard to other actors.
- Facilitate the organization strategic positioning as a global
industry leader in procurement of medical commodities and emergency
response relief goods and services.
- Generate various updates and reports as required by the
supervisor and/or IMC management.
- Seek constant improvement and ready to receive on-job-training
related to own capacity building that is linked to possibility to
assume more responsibilities in the future.
- Initiate and maintain contacts with emergency response team
members to discuss procurement related issues and develop action
plans to minimize risks.
- Representation of GLSC or ER department internally and
externally as tasked.
- Provides logistics and procurement support to other programs
region
Perform other duties as assigned. The duties and responsibilities
listed in this document are representative of the nature and level
of work assigned and not necessarily all inclusive.
Code of Conduct
As applicable to this position, an individual must promote and
encourage a culture of compliance and ethics throughout the
organization and maintain a clear understanding of International
Medical Corps' and donor compliance and ethics standards and
adheres to those standards.
If this is a supervisory position, one must set an example of
ethical behavior through one's own conduct and oversight of the
work of others; ensure that those who report to you have sufficient
knowledge and resources to follow the standards outlined in the
Code of Conduct & Ethics; monitor compliance of the people you
supervise; enforce the Code of Conduct & Ethics and International
Medical Corps' policies, including the Safeguarding Policy and the
Protection from Harassment, Bullying and Sexual Misconduct in the
Workplace Policy, consistently and fairly; support employees who in
good faith raise questions or concerns.
Safeguarding
It is all staff shared responsibility and obligation to safeguard
and protect populations with whom we work, including adults who may
be particularly vulnerable and children. This includes safeguarding
from the following conduct by our staff or partners: sexual
exploitation and abuse; exploitation, neglect, or abuse of
children, adults at risk, or LGBTI individuals; and any form of
trafficking in persons. Staff are also responsible for preventing
violations to our Code of Conduct and Ethics, which may involve
Conflicts of Interest, Fraud, Corruption or Harassment. If you see,
hear or are made aware of any violations to the Code of Conduct and
Ethics or Safeguarding Policy, you have an obligation to
report.
Equal Opportunities
International Medical Corps is proud to provide equal employment
opportunities to all employees and qualified applicants without
regard to race, color, religion, sex, sexual orientation, national
or ethnic origin, age, disability or status as a veteran.
Job Requirements
MINIMUM QUALIFICATIONS
- Typically, a Bachelor's degree in in Supply Chain, Procurement,
Logistics, International Trade or equivalent. Master's degree
preferred. Equivalent combination of relevant education and
experience may be substituted as appropriate.
- Certification in: Procurement/Supply Chain
(CIPS/APICS/CSCP/CFPIM certification), Project Management
Professional (PMP) certification, Leasing and contractual
agreement, property agreements with GSA.
- Knowledge in FAR/OMB practices.
- Typically, 7+ year of relevant and progressive experience
working in procurement / supply chain and successfully managing end
to end solutions at Field and HQ level; including 2-3+ years in
country management of large project management
- Experience ERP / LMIS systems management and design
- Private sector at a similar position is desirable
- Demonstrated political and organizational savvy; can
effectively and directly manage conflicting view points and
challenging situations with minimal negative impact
- Commitment to international travel (at least 20%) including the
willingness to be deployed on emergency response and fill gaps in
the field when required.
- Ability to assess talent and manage, motivate and develop
others, including leaders of others, to higher levels of
performance
- Ability to lead others through change while achieving and
maintaining results
- Ability to influence company directors/managers to achieve
business results
- Excellent verbal, presentation, and written skills; ability to
communicate complex information in an executive format and use data
to tell a compelling story
- Strong analytical and problem-solving capabilities; can see a
problem from multiple angles and provide viable, innovative options
for resolution
- Ability to effectively manage and plan resources to achieve
goals and support unplanned work
- Can act as an expert resource for the strategic sourcing
process and change management
- Proficiency with MS Word and Excel
- Ability to work in harsh conditions, often in remote
areas
- Proficiency in reading, writing, analyzing and interpreting,
technical and non-technical in English.
- Ability to read, write, analyze and interpret, technical and
non-technical in one or more of the following languages: French,
Arabic, Spanish language
SALARY RANGE: Low $70s to Low $80s
Additional Technical or Language Requirements
Misconduct Disclosure Scheme
All offers of employment at International Medical Corps are subject
to satisfactory references and background checks. International
Medical Corps participates in the Inter-Agency Misconduct
Disclosure Scheme from the Steering Committee for Humanitarian
Response (SCHR). In accordance with this, we will request
information from an applicant's previous employers about any
findings of sexual exploitation, sexual abuse and/or sexual
harassment during employment, or incidents under investigation when
the applicant left employment. By submitting an application, the
job applicant confirms his/her understanding of these recruitment
procedures.
Keywords: International Medical Corps, Los Angeles , Specialist, Procurement ER & Preparedness, Other , Los Angeles, California
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