Procurement Officer (Iraqi Nationals Only)

PURPOSE OF DIVISION:

Islamic Relief Worldwide (IRW) is an international relief and development charity that envisages a caring world where people unite to respond to the suffering of others, empowering them to fulfil their potential. We are an independent Non-Governmental Organization (NGO) founded in the UK in 1984.  Working in 40 countries, we promote sustainable economic and social development by working with local communities to eradicate poverty, illiteracy and disease. We also respond to disasters and emergencies, helping people in crisis. Islamic Relief provides support regardless of religion, ethnicity, or gender and without expecting anything in return.

Islamic Relief Worldwide (IRW) has been working in Iraq for more than 20 years. IRW-Iraq was amongst the few aid agencies those were on the ground since 2003. Islamic Relief Worldwide Iraq is implementing several projects in the sector of livelihoods, WASH, Education, and Seasonal Projects.

JOB PURPOSE:

The Procurement Officer will manage the procurement processes to ensure timely, cost-effective, and high-quality goods and services delivery for IRW Iraq’s operations. The role will focus on compliance with organizational policies, donor requirements, and local regulations while maintaining transparency and integrity throughout the procurement cycle.

KEY WORKING RELATIONSHIPS

• Internal: Operations Manager, Procurement officer, HR Department, Finance Department, Country director and Head of Program
• External: Vendors, Suppliers, Government Authorities.

Roles and Responsibilities:

Generic Responsibilities:

• Ensure procurement activities comply with IRW policies, donor requirements, and local laws.
• Maintain high standards of transparency, accountability, and anti-corruption in all procurement processes.
• Regularly analyze and report on procurement activities to ensure compliance and efficiency.

KEY ACCOUNTABILITIES

The job holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect, and fair treatment of his/her colleagues and staff.

1. Key Accountability 1: Procurement Planning and Execution

• Develop and implement annual procurement plans aligned with project timelines and organizational objectives.
• Prepare and issue RFQs, RFPs, and tender documents to meet project requirements.
• Ensure timely procurement of goods and services while adhering to quality standards and budget limits.

2. Key Accountability 2: Vendor and Supplier Management

• Identify and prequalify vendors to build a reliable supplier base.
• Negotiate and establish contracts with suppliers to ensure cost-effectiveness and service quality.
• Maintain accurate records of vendor performance and ensure compliance with agreed terms.

3. Key Accountability 3: Compliance and Documentation

• Ensure all procurement activities adhere to IRW policies, donor requirements, and local regulations.
• Maintain systematic records of all procurement transactions, including contracts, purchase orders, and delivery receipts.
• Facilitate internal and external audits by providing accurate procurement data and documentation.

4. Key Accountability 4: Reporting and Monitoring

• Prepare and submit periodic procurement activity reports, including cost analysis and vendor evaluations.
• Monitor and evaluate procurement processes to identify areas for improvement and ensure efficiency.
• Provide insights to management on market trends and pricing for strategic decision-making.

5. Key Accountability 5: Coordination and Capacity Building

• Collaborate with project managers, finance, and logistics teams to ensure seamless procurement workflows.
• Provide training and capacity-building support to staff on procurement policies and best practices.
• Address and resolve procurement-related issues in coordination with relevant departments.

6. Key Accountability 6: Risk Management and Quality Assurance

• Identify and mitigate procurement risks, such as supplier fraud or delays in delivery.
• Conduct quality assurance checks to verify that procured goods and services meet specifications.
• Implement measures to ensure transparency and accountability in all procurement processes.

PERSON SPECIFICATION

It is essential that the post holder demonstrates a strong understanding and empathy with Islamic values and principles, alongside a commitment to Islamic Relief Worldwide’s vision and mission.

Essential Requirements:

• Education and Qualifications:
  • Bachelor’s degree in supply chain management, Business Administration, or a related field. Or Diploma With 5 Years experience.
• Experience:
  • Minimum of 4 years of proven experience in procurement, supply chain, or a related field, preferably within the humanitarian or development sector.
  • Experience managing procurement activities in compliance with organizational and donor regulations.
• Knowledge and Skills:
  • Strong understanding of procurement processes, including tenders, contract negotiations, and vendor evaluations.
  • Familiarity with procurement regulations, donor compliance, and local laws.
  • Proficiency in using procurement and supply chain management software.
  • Excellent organizational and time management skills.
• Communication and Interpersonal Skills:
  • Ability to effectively communicate with internal and external stakeholders.
  • Strong negotiation and relationship-building skills.
  • Fluency in written and spoken English and Kurdish; knowledge of the Arabic language is an advantage.

Other Requirements:

• • Commitment to IRW’s values and mission.
  • Willingness to travel up to 25% of the time required.

Desirable Requirements:

• Professional certification in procurement or supply chain management (e.g., CIPS, CPSM).
• Previous experience working with international donors and NGOs.
• Understanding of local market dynamics in Iraq.