Procurement Manager – Niamey

• Location: Niamey, Niger
• Vacancy No: N/A 
• Salary: N/A 
• Organization: IRC
• Gender: Both
• Deadline: N/A

Job Description

Job Overview

Under the supervision of the Supply Chain coordinator, and in close collaboration with the project managers and the procurement team, the procurement manager will be responsible for all activities related to the procurement of the various projects, in particular the planning of acquisitions. ; the implementation of acquisition processes in accordance with IRC procedures and donor rules, and contract management.

Main responsibilities 

Programming

• Analyze procurement plans (forecast items failing that) in order to list all acquisitions of goods, works and services requiring a call for tenders and develop a schedule of dates for preparation and approval of calls for tenders, consultations, evaluation of offers, approval of proposals, award of contracts, signature and notification of contracts;
• Ensure compliance with the provisions relating to acquisitions provided for in the Financing Agreement for the various projects;
• Maintain a directory of qualified companies and consultants as interests are expressed.

Preparing tender documents

• Finalize with the technical teams (or experts designated for this purpose) the characteristics or technical specifications of the goods and works as well as the terms of reference for the selection of consultants;
• Develop tender files and requests for proposals for acquisitions or services provided for in the approved Procurement Plan, following the appropriate models in force, and ensure that these files receive the required approvals.

Procurement

• Prepare and publish tender notices, notices of expression of interest and notices of publication of results or award of contracts in accordance with the procedures in force;
• Ensure wide dissemination of these opinions by publishing them, if necessary, in specialized journals, in widely distributed local newspapers, on websites, etc. ;
• Ensure that the stages of the procurement evaluation process (opening of bids, evaluation of offers, due diligence visit and award of contracts) are included on the agenda of the procurement committee;
• Attend all bid opening and evaluation sessions as well as all contract award sessions;
• Ensure the confidentiality of the tender evaluation reports, and ensure that they receive the necessary approvals from the members of the procurement committee before requesting the possible no-objection notice with the quality assurance department (QA). ) the headquarters in New York and donors if necessary;
• Prepare draft contracts and ensure that they are validated and signed in accordance with the relevant provisions of the procedures manual;
• Ensure that unsuccessful bidders receive the necessary information as well as their bid deposits within the deadlines required for this purpose;
• Report practices contrary to good governance in the process, in particular cases of fraud and corruption, influence peddling, conflicts of interest or insider trading.

Market execution

• Ensure that contracts entered into with suppliers comply with current Niger law (registrations, exemption, etc.)
• Ensure that suppliers receive start-up advances and other payments on time, following the payment terms set out in the contract;
• Ensure that the necessary arrangements are made so that the supervision of contract execution is carried out according to the specific requirements of each contract;
• Organize reception committees for goods, works and consultancy services, and ensure that these goods, works and services comply with market specifications or contract terms of reference;
• In collaboration with the storekeeper, take the necessary measures to ensure that the goods are delivered and stored safely at the locations and on the dates specified in accordance with the provisions of the contracts;
• Implement a monitoring plan for contracts obtained through the call for tender process;
• Work to remove reservations in connection with the execution of contracts and within the deadlines provided for in the contracts;
• Communicate to management / operations director on the market execution situation.

Maintaining archiving

• Organize and maintain the physical and electronic archiving of procurement files;
• Prepare the necessary documents for audit and ex post review missions.

The role of assistance and advice

• Advise and assist the Supply Chain Coordinator as well as other members of the team on all questions related to the procedures for acquiring goods, services and works;
• Provide useful advice to the procurement committee for opening bids, evaluating offers and awarding contracts on the rules and procedures for acquiring IRC and donors;
• Perform all other tasks related to procurement to achieve objectives.

Update 

Qualifications

• Hold at least a level diploma (BAC+4) or an equivalent diploma in engineering, acquisition, law, management, commerce, logistics or a related field;
• Have at least three (3) years of relevant professional experience in procurement including at least two (02) years of experience with an NGO;
• Excellent knowledge of procurement techniques in general and the rules of procurement procedures of international NGOs in particular;
• Have knowledge of the country’s regulations regarding public procurement;
• Be able to use standard Microsoft Office applications;
• Have a perfect command of the French language (spoken and written). Knowledge of English will be an asset;
• Have good analytical, writing and synthesis skills;
• Have a high sense of integrity and teamwork skills;
• Have a sense of work organization and anticipation;
• Have the ability to work independently;
• Have a sense of human relations, listening and dialogue skills;
• Have a spirit of initiative and rigor in handling files.

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