The International Committee of the Red Cross (ICRC) is an independent, neutral and impartial humanitarian organization. It was established in the Democratic Republic of the Congo by the Headquarters Agreement of 27 February 1982 (Ordinance Law No. 83/014 of 1 April 1983), and has its headquarters in Geneva, Switzerland. The ICRC’s aim is to protect and assist victims of armed conflict and other situations of violence. It also promotes international humanitarian law and the principles of the Red Cross and Red Crescent Movement. The ICRC is a non-profit organization and depends entirely on contributions to carry out its mandate.
humanitarian.
In order to strengthen its logistics team for the Uvira office, the ICRC wishes to recruit a Logistics Assistant in charge of Procurement (Grade B1) for a period of 12 months with the possibility of renewal. The desired start date for the candidate who will be selected is 1 November 2024.
Main responsibilities and tasks
Logistics Assistant in charge of Purchasing contributes to the purchasing process in the Republic
Democratic Republic of the Congo in compliance with the rules and regulations of the ICRC. To this end, it has
the following responsibilities:
1. Management of purchase requests / Procurement
• Receives orders for processing and notifies customer departments of any
problem/difference due to specifications during purchase order processing.
• Responsible for processing purchase orders for materials until delivery to
temps
• Ensures that purchasing files are up to date, auditable and in good order according to the checklist of
purchasing documents according to values in Profile Paperless.
• Ensures the management of quotes, requests for quotations and calls for tenders
• Ensures compliance with the delivery time mentioned on orders
• Prepares and sends calls for tenders according to current ICRC tools and standards and the database
Supplier data; Ensures all purchase orders are 90% On time
in Full.
2. Analysis of offers / supplier selection
• Conducts research on the availability of products and services
• Ensures that the purchasing rules and procedures in force at the ICRC are followed and respected
(RFT, selection table, etc.)
• Prepares the selection table accompanied by supporting documents to justify and demonstrate
transparency of the selection process
• Ensures that customer departments have confirmed the quality of the materials to be purchased before
to confirm the market with suppliers
• Ensures that the relevant parties have approved the selection table according to the rules
ICRC financial
• Ensures that the tender validation threshold is respected during the processing of
any purchase order for an amount greater than CHF 7,500
3. Purchase of goods
• Makes purchases on the local market after validation of Purchase Orders via IRIS.
• Ensures that the purchasing procedures in force at the ICRC are respected and that the
Necessary documentation is prepared.
• Carry out assessments on the possibility of making supplies on the ground.
• Establishes contracts for all assistance and support purchases if necessary.
• Checks the validity of the terms and conditions of contracts.
• Ensures that the best price/quality and delivery time ratios are obtained during the
processing orders. Actively communicates with the Head of the Sub-delegation on
the order processing time in order to stay On time in Full.
• Submits purchase orders for validation to the relevant ICRC parties and then processes them
sign to suppliers.
• Ensures that suppliers not selected after the call for tender are informed in writing
on the reasons why his file would not be selected after the call for tender.
• Confirms receipt of the purchase order by the supplier and its agreement to its terms
and conditions.
• Makes purchases and coordinates deliveries with warehouses.
• Ensures that all purchasing records are up to date, auditable and consistent (orders,
contract, request for offer, offers received, selection table, correspondence with the
selected and non-selected suppliers, proof of delivery, invoice, etc.)
• Ensures the correct creation and updating of Purchase Order files in Profile
Paperless.
4. Receipt of goods, quality and quantity control
• Follows the delivery schedule of goods according to the contract.
• Ensures that contractual conditions (quality and quantity) are respected in accordance
with the warehouse and relevant departments.
• Ensures that the delivery inspection is done correctly and reports any problems
(quality or quantity) to suppliers.
• Ensures that a copy of the Order signed by the supplier is shared with the
storekeeper before delivery.
• Handles complaints from customer departments.
5. Finance et Administration
• Manages small purchases and related work advances.
• Ensures that work advances are closed correctly and on time.
• Verifies and processes supplier invoices, attaches supporting documents and submits them
to the competent persons for validation and payment according to ICRC financial rules.
• Manages quality disputes before validating supplier invoices.
• Establishes and shares with the Logistics site Manager Uvira the monthly forecast of needs in
cash flow for the following month.
• Follows up on payment of invoices submitted to finance and ensures that copies of the
Proof of payment is shared regularly with suppliers.
6. Suppliers
• Updates and maintains the supplier database.
• Regularly prospect the market to work with new suppliers.
• Ensures that the registration and validation of new suppliers are carried out in
collaboration with the Logistics Site Manager Uvira and then share with logistics at
Kinshasa.
• Ensures that the ICRC’s general purchasing conditions are understood and signed by the
suppliers; Negotiates purchasing terms and conditions with suppliers. Maintains a
close communication with local suppliers.
• Monitors the validity period of framework contracts currently being executed and proposes their
renewal within the deadline.
• Maintains local communication with suppliers.
• Ensures that the ICRC’s general purchasing conditions are understood and signed by the
suppliers.
• Works closely with Bukavu logistics units in benchmarking
markets.
• Prepares the supplier payment file and submits it to the finance office on time
for execution.
7. Database
• Ensures that all purchasing databases are used correctly (JDE/IRIS,
Team Space et Profile Paperless)
• Ensures the creation of Profiles shells before submission for validation of any order
order.
• Regularly classifies and updates supplier files (paper and computer).
• Responsible for filing and archiving purchasing files in Profile Paperless
and in hard version.
• Ensures the submission of Profiles files maximum 30 days after receipt of the
goods/services in Jean Edwards.
• Assists the Supply Chain Administrator when necessary by providing an accurate description
goods to be encoded in JDE/IRIS.
• Update the “purchase” information in the JDE/IRIS in the Profile database or
in any other database (Team Space).
Profile and skills required
▪ Higher education or university diploma minimum Bac+3, in economics, commerce, or
in logistics management.
▪ 3-4 years of professional experience in the fields of purchasing, logistics, management
supplies within an international NGO.
▪ Good knowledge of French and English (spoken and written) as well as spoken Swahili.
▪ Ability to plan, organize, analyze, and work in a team.
▪ Discretion, strong sense of confidentiality.
▪ Good knowledge of the South Kivu area (Uvira in particular).
▪ Of Congolese nationality.
How to apply:
Complete the form no later than September 15, 2024 before 5:00 p.m. on the link
RECRUITMENT FORM 2024-08/05-ASS LOG ACHAT UVI or using the QR
code with your smartphone.
NB :
– Candidates who do not complete the form linked above will not be
considered.es
– Only pre-selected candidates will be contacted.
– And if you are preselected for the next step, you will be contacted by email by
our HR team to whom you must send your CV and cover letter within 72 hours
for the continuation of the process according to the instructions.
– Applications from women and people with disabilities are strongly encouraged.
encouraged.
– The ICRC does not require any funds during or after the recruitment process.
Done in Kinshasa, 05/09/2024.
Human Resources Department
International Committee of the Red Cross – DRC
