Procurement Manager - Military veterans preferred

Job Details

Description

ABOUT IREX

IREX is a global development and education organization. We strive for a more just, prosperous, and inclusive world—where individuals reach their full potential, governments serve their people, and communities thrive. With a projected annual portfolio of more than $100 million and more than 600 staff worldwide, we work with partners in more than 100 countries in four areas essential to progress: cultivating leaders, empowering youth, strengthening institutions, and increasing access to quality education and information.

Position Purpose Summary

Oversees and/or manages all aspects of the project and/or multiple programs assigned to a specific country. Responsible for the development and execution of project work products, to include but not limited to program timelines, budgets, reports, and other products as identified. Represent IREX inside the country or region.

The Procurement Manager will ensure that EGEA contracts are compliant with IREX, USAID, and local government regulations. You will support the Finance & Operations Director to establish lines of communication and support program staff and contractors with compliance related issues.

As part of the Finance and Operations Team, you will work to ensure timely and compliant implementation and closeout of the Early Grade Education Activity (EGEA) program, will manage and oversee all of the day-to-day aspects of procurement, lead the implementation of procurement policies and procedures ensuring compliance therewith, and provision of operational/administrative support during project events, meetings, or workshops, if needed.

Performs additional duties and tasks to meet the needs of the organization, team, or as assigned by manager.

Task and Project Coordination/Management

Accountable for overall technical quality and impact of the project. Responsible for the contributing, creating, and guiding work associated with key project outputs; to include, but not limited to, gathering, drafting, and creating workflow plans, budgets, internal/external reports, presentations, and other documents/deliverables as identified. Oversee the development of written communications by drafting, approving, and sending correspondence.

• Manage the solicitation and contracting process of local procurement transactions, ensuring bids and quotes received from vendors are in adherence with IREX policies & regulations.
• Manage requisitions and procurement plans.
• Enforce use of IREX operations & procurement systems
• Ensure electronic procurement records and files of all required backup documentation are saved in the relevant IREX platforms, including hard copy files when needed
• Train other project staff in the use of IREX procurement systems, as necessary
• Review requisition documentation/procurement requests, cost estimates, statements of work and other required information from bidders
• Assist staff in the preparation of clear SOWs/procurement specifications
• Determine solicitation and source selection methods for procurements and seek guidance from home office when needed
• Serve as a non-voting chairperson on procurement evaluation committees in accordance with IREX policies/procedures and thresholds
• Ensure pricing information is accurate and aligns with procurement policies, conduct price/ cost/ reasonability analyses and prepare cost evaluation data, and source selection documentation.
• Ensure integrity, fairness, and openness in the procurement process as well as adherence to policies, procedures, and controls
• Ensure IREX policies and procedures are followed and enforced.
• Identify and qualify potential suppliers (and products/services) through market research efforts
• Oversee, monitor, track and expedite all project procurement activities and delivery status of goods/services and communicate with vendors as needed.
• Other tasks may be assigned by the COP or Director of Finance and Operations.

Relational Communication

In partnership with project and practice leadership, facilitates key stakeholders’ relationships in the country. Represents IREX to external stakeholders by speaking about project and practice initiatives. Regularly shares relevant information in support of organization-wide collaboration. Supports the development of written communications by drafting, approving, and sending correspondence and manages shareholder relationships with the guidance and/or approval of program management.

• Coordinate (EGEA) compliance with local law including communication with external legal advisors, as necessary.
• Coordinate across implementing organizations to refine processes and policies to ensure compliance and efficiency procurement.
• Establish clear lines of collaboration across program leadership representatives and technical leads in the development and management of the project's contract strategy.
• Lead procurement selection process with EGEA staff, and consolidate questions, concerns or changes to the application or budget.

Partner Engagement / Business Development

Leads and coordinates the renewal process in regional/country of responsibility. Leads with support from new program development for the country of responsibility. Supports one or more areas of the proposal development process; to include, but not limited to proposal strategy, writing, and/or review. Supports and coordinates country partner outreach and requested; gather market intelligence specific to regional/country of responsibility.

• Lead negotiations with applicants, including scope of work, budgets, cost reasonableness, and other as needed.
• Effectively communicate compliance requirements to applicants and contractors.
• As required, contact vendors to discuss invoices and payments and resolve discrepancies.

Budget, Financial and Project Compliance

Responsible for financial management of a specific country office(s). Ensures compliance with policies and provides leadership and training to finance staff. May be accountable for the compliance and financial integrity of a given project(s) at the Project Director level. Responsible for the approval but may not be the required signature.

• Provide direction, guidance, training and coaching to EGEA staff to ensure procedures are aligned with best practices and ensure that IREX rules and regulations are implemented effectively.
• Assist the Finance & Operations Director as well as the Finance & Compliance Manager with preparation and coordination of annual audit process, and compliance reviews.
• Review and authorize procurement payments in compliance with IREX and donor requirements, up to approval authority.
• Support procurement-related tasks as needed in compliance with IREX rules and regulations, ensuring that competitive and transparent processes are implemented.
• Review of products and/or services received under the contracts or consulting agreements for compliance with program needs and agreement requirements.
• Monitor progress on contracts and consulting agreements, including maintaining documentation and trackers.
• Oversee cost reasonableness compliance with IREX rules and regulations.
• Run background searches for vendors, consultants and staff and maintain an accurate electronic filing system, as needed.

Teamwork and Leadership

Ensures team can articulate how project and program work aligns with project and practice area goals and objectives. Delegates relevant work and provide clear and measurable guidance. Proactively seeks feedback from team members and uses information to make informed, relevant decisions for projects, programs, and clients. Partners with team members to co-create solutions, solve problems, and devise actions. Seeks opportunities to encourage team members, to create more efficient processes and workflows that improve overall program or project. Takes ownership of the decisions and actions. Mentors Coordinators and Specialist who direct the work of others.

• Supervise and mentor procurement staff as needed.
• Ensure cross-organizational and cross-project communication and transparency.
• Collaborate closely with IREX and project staff locally, regionally, and internationally.

Skills & Experience

Experience

• Bachelor’s degree is required
• At least 7+ years of progressively responsible experience in Procurement Management, and other relevant areas
• Ability to understand and apply best practices in office management
• Knowledge of local laws required; experience with Donors rules and regulations related to procurement, inventory management and compliance
• Previous supervisory experience is required; training experience preferred
• Ability to perform high-level duties with minimal supervision
• An extremely well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus
• Excellent writing, speaking and reading skills in English required

Skills

• Demonstrated technical knowledge of methods and ethics in educational and/or social science research.
• Proven experience managing multiple complex programming in a demanding, time-sensitive work environment
• Experience conducting research and ability to proficiently articulate findings in the English language
• Demonstrated ability to track and manage budgets and plan both strategically and creatively to meet project?objectives.??
• Strong problem-solving skills and demonstrated flexibility to meet program outcomes.
• Strong representational and organizational skills.
• Proficient in Microsoft office products, including Excel; and
• Excellent cross-cultural and interpersonal communication skills.
• Demonstrated computer skills, including Microsoft Office.
• Self-motivated and result oriented.
• Awareness on gender equality and inclusion approach
• Must demonstrate valid proof of unrestricted authorization to work in Jordan

Work Environment

All employees are responsible for their own safety, as well as that of others in the workplace. To help us maintain a safe workplace, everyone must be safety-conscious at all times. This position is performed in a typical office environment. The noise level in the work environment is usually quiet to moderate. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and vehicles. Safe use of IREX equipment, as well as safe practices while on IREX property is essential.

EEO Statement

IREX is committed to equal opportunity and follows recruitment and selection practices that comply with all applicable employment laws. To this end, IREX recruits, hires, trains and promotes individuals based on merit and experience.

No Phone Calls Please

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