Partnership Procurement Officer

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 Partnership Procurement Officer carries out operational procurement reviews, monitoring and day-to-day supply chain support for assigned partners. The Officer checks documents and records, prepares findings and recommendations, delivers agreed support activities and follows up on outstanding actions. The role works independently within agreed procedures and priorities set by the Partnership Procurement Manager, referring significant findings, exceptions and complex matters to the Manager for review and direction.
Reporting to the Partnership Procurement Manager within IRC Ukraine's centralized Procurement function, the Officer works closely with partner teams and IRC Partnership, Programs, Finance and Supply Chain colleagues. Partner procurement support and monitoring remain the role's primary responsibilities. The Officer may also support direct IRC procurement, subject to available capacity and assignments coordinated through the Partnership Procurement Manager.
RESPONSIBILITIES
Under the supervision of the Partnership Procurement Manager, the Officer is responsible for the following:
Partner assessments and procurement controls
Collect and review documentation for the supply chain components of Partner Capacity Assessments (PCAs), assessing assigned aspects of procurement and logistics systems, staffing, segregation of duties and internal controls.
Prepare assessment findings and recommendations for the Partnership Procurement Manager's review, contributing evidence to partner risk ratings and proposed procurement oversight measures.
Help document and communicate agreed partner procurement requirements, including thresholds, competition rules, approval authority and documentation standards, in line with applicable IRC and donor requirements.
Proposal review and procurement planning
Review assigned procurement-related sections of partner proposals and budgets, checking calculations, quantities, unit prices, cost assumptions and supporting market information, and submit comments and proposed revisions to the Partnership Procurement Manager.
Help partners prepare and update consolidated procurement plans, checking specifications, sourcing methods, sequencing and lead times against planned activities and delivery needs.
Identify upcoming complex or high-risk procurements and flag the need for advance technical support and IRC review before key procurement decisions or commitments.
Tender support and supplier due diligence
Review assigned solicitation documents, bid evaluations, award recommendations, contracts and amendments against agreed requirements and checklists, and prepare documented observations and proposed corrections for the Partnership Procurement Manager’s review.
Participate in or observe partner tender and evaluation processes as assigned, recording key observations and follow-up points and referring issues requiring decisions to the Partnership Procurement Manager.
Carry out assigned supplier due diligence, checking qualifications, capacity, licences and registration against supporting documents and available sources. Document identified risks and proposed mitigation measures for review.
Follow up with partners on supplier performance and contract implementation issues, including delivery delays and quality or service concerns, and refer complex or unresolved matters to the Partnership Procurement Manager.
Monitoring and corrective actions
Carry out assigned remote reviews, on-site monitoring visits and spot checks in line with the monitoring schedule communicated by the Partnership team and the work priorities set by the Partnership Procurement Manager.
Check procurement files, contracts, delivery records, evidence of service completion and payment documentation against agreed requirements, identifying missing or inconsistent records, procurement splitting and unsupported costs.
Document monitoring findings and draft practical corrective actions with proposed responsibilities and completion dates for review by the Partnership Procurement Manager and discussion with partners.
Maintain monitoring and corrective-action trackers, follow up with partners on agreed deadlines and collect and check evidence of completion. Update progress records independently and submit supporting evidence to the Partnership Procurement Manager for confirmation before recording corrective actions as completed.
Work with the Partnership Procurement Manager and relevant Partnership managers to prepare periodic summaries of monitoring coverage, findings, open actions and recurring procurement issues.
Promptly raise procurement compliance concerns and overdue, repeated or unresolved corrective actions with the Partnership Procurement Manager and, as relevant, the Partnership team.
Partner capacity strengthening and ongoing support
Serve as the day-to-day procurement and supply chain contact for assigned partner teams, providing practical guidance within agreed procedures and referring requests for exceptions or changes to agreed requirements to the Partnership Procurement Manager.
Identify support needs arising from partner capacity assessments and procurement monitoring and propose practical activities for inclusion in the relevant Partner Support Plan, in consultation with the Partnership Procurement Manager.
Prepare and deliver assigned training, coaching and staff shadowing activities, and update the relevant Partner Support Plan to document support provided, delivery dates and progress against agreed actions.
Draft or adapt practical guidance, templates and checklists based on identified partner needs and recurring issues, and submit them to the Partnership Procurement Manager for technical review before use.
Warehouse inventory and asset management
Review assigned goods receipt, stock movement, physical count and asset records, and carry out related spot checks. Help partners apply agreed controls for receiving, recordkeeping, asset identification and traceability.
Where relevant, review pharmaceutical supply records covering batches, expiry dates, storage conditions and handling of unsuitable products against agreed requirements, referring technical questions to relevant Health and Supply Chain colleagues in coordination with the Partnership Procurement Manager.
Coordination and records management
Organize and complete assigned work within agreed priorities and deadlines, keep the Partnership Procurement Manager informed of progress and constraints, and seek direction on competing priorities or matters outside agreed procedures.
Participate in relevant partner meetings as assigned and prepare procurement and supply chain inputs and supporting documentation for partner reviews and responses to findings and recommendations.
Maintain complete, current and organized procurement, monitoring and support records, ensuring that documentation is readily retrievable and sensitive information is handled appropriately.
Support to direct IRC procurement
Support direct IRC procurement when assigned by the Partnership Procurement Manager in agreement with the Procurement Manager, subject to available capacity and while prioritizing partner procurement support and monitoring.
Carry out assigned sourcing and evaluation tasks, prepare RFQs/RFPs, purchase orders, contracts and supporting records, and follow up on procurement process steps in line with IRC review and approval requirements.
REQUIREMENTSEducation
Bachelor's degree in Supply Chain Management, Procurement, Business Administration, Logistics, Finance, Economics or another relevant field.
Professional procurement training or certification, such as CIPS or equivalent, is an advantage.
Experience
At least 2 years of relevant professional experience in procurement, supply chain, procurement compliance, partner support or a closely related field.
Practical experience with procurement documentation, sourcing, tendering, evaluation, contracting or procurement file review is required.
Experience in procurement monitoring, partner capacity assessments, procurement-related budget reviews or corrective-action follow-up is desirable.
Experience providing training, coaching or practical procurement support to partner teams is an advantage.
Previous experience working with an international NGO, donor-funded organization or implementing partners is an advantage.
Skills
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