Location: Mae Hong Son
Country: Thailand
Category: Operations & Administration Support
Employee Category Fixed Term
Job Type: Full Time
Work Arrangement: In-person
Open To Expatriates: No

Application Deadline: 26 November 2024

Background/ IRC Summary

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world’s largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you’re a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

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 ensuring efficient and transparent procurement practices to improve program support. It requires the occupant to have a good understanding of humanitarian supply chains including but not limited to need assessment, sourcing, buying, and expediting procurements. Success in this role requires close collaboration with program and operations staff mainly in Mae Hong Son and across field sites.

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 and program staff to prepare for the receiving process.

B. Procurement

• Support Implementation of 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 and Purchase Orders in accordance with the IRC and the donors’ guidelines.
• Ensure the completion of delivery and accuracy of all the required documents for payment including accruals.
• Assist in conducting tender process in collaboration with the supply chain staff to support strategic procurement.
• Conduct negotiations with suppliers ensuring competitiveness with transparency and documentation.

C. Contracting Process

• Assist in preparing, reviewing, and utilizing 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

• Support Supplier performance reviews and feedback processes.
• Monitor supplier contracts and ensure renewal in time.
• Maintain supplier files and documentation.
• Collaborate for vendor data creation and maintenance.

E. Compliance

• Conduct procurement due diligence, including 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.

Key Working Relationships:

Position Reports to: Senior Supply Chain Officer

Position directly supervises: N/A

Indirect Reporting:

Internal: Regular relationships with program staff, Operations, and Supply Chain staff at country level

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. A minimum of two years of experience in a humanitarian context is desirable.

Demonstrated Skills and Competencies:

• Demonstrated success as a procurement staff within the supply chain including planning and procurement.
• Good collaborator with effective interpersonal and analytical skills who can work across cultures, organizational units, and suppliers.
• Knowledge and experience in procurement, sourcing and contracting.
• Good analytical and negotiation skills
• Able to work effectively in a highly matrixed structure.
• Fast learner with strong organizational skills.
• Proficient in Microsoft Excel, MS Teams, and other online meeting tools.

Language Skills:

• Proficiency in English and Thai with local language (Burmese, Karen, Karenni) is a plus.

Working Environment:

The position will be based in the IRC Mae Hong Son office, and occasionally travel to Ban Mai Nai Soi and Ban Mae Surin Temporary Shelters or other locations.

**Standard of Professional Conduct:**The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.

Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people that are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.