Job Title: Procurement Reporting Assistant  
Duty Station: Ibb/Taiz

BACKGROUND
International Medical Corps is a global, humanitarian, nonprofit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. 
International Medical Corps is implementing a Health, Nutrition and WASH programs in Yemen.

JOB SUMMARY
The procurement reporting assistant will play a vital role in updating information in the online tools based on day-to-day procurement activities, record keeping, assisting in pipeline meetings with procurement updates, and compiling information for monthly reports.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Responsibilities and Accountabilities:

•    Update Online Procurement Tracking Sheet (PTS) based on day-to-day procurement activities and share PTS among all the functionaries on the day first of every week. 
•    Respond to program staff queries related to any procurement activity based on the most updated information. 
•    Assist line manager and the program team for pipeline meetings by sharing procurement updates related to each grant.
•    Keep close coordination with the finance team to know about the status of the payments for updating the procurement tracking sheet accordingly.
•    Coordinate with the procurement team to get information related to any new supplier/vendor to record date in the vender online registration tool.
•    Coordinate with the suppliers/service providers periodically to obtain evidence of licenses/tax cards and update the status in the online vendor catalog tool. 
•    Ensure that the online item catalog is maintained and updated based on market surveys, and historic data by providing correct information to the HQ point person for the item catalog.
•    Maintain and update BPA/Lease tracker making sure that the renewal process is initiated at least 60 days in advance.
•    Assist procurement team in record keeping, and provide documentary evidence during audits. 
•    Prepare monthly reports based on activities carried out during the whole month and submit to the line manager for review.
•    To do BI check for IMC vendors when required. 

Reporting activities
•    Prepare monthly reports and submit to the line manager highlighting priorities, issues, and challenges. 

Other responsibilities 
•    Undertakes any other role as may be delegated by the line management in compliance with International Medical Corps policies.   

This Job Description only serves as a guide for the position available. International Medical Corps reserves the right to change, revise, omit, add in part/in whole this document any time without giving any reason thereof.  
Prevention of Sexual Exploitation and Abuse: Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards within International Medical Corps and amongst beneficiaries served by International Medical Corps.
Compliance & Ethics: Promotes and encourages a culture of compliance and ethics throughout International Medical Corps. As applicable to the position, maintains a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards.  Conducts work with the highest level of integrity.

ACCOUNTABILITY
Reporting to    Procurement Officer
directly supervise    Procurement Officer

QUALIFICATIONS
Requirements: (Educational Qualification and Experience)
•    Bachler/Diploma degree in related field with at least 1-year experience desirable to be served in national/international NGO managing complex emergency and procurement activities. 
•    Experience in managing national procurement.  

Key qualities, Skills and Competences: 
Familiar with donor guidelines; USAID/OFDA, ECHO, etc.
•    Demonstrated management skills to deal with a myriad of tasks.
•    Good team player, flexible and capable of working with an international country team.
•    Ability and willingness to travel to locations outside Ibb and live in sometimes-basic conditions.
•    Good computer skills, including familiarity with Microsoft Word and Excel and Database. 
•    Outgoing personality with excellent communication, negotiation and training skills.

Desirable qualities, Skills, and Competencies:
•    Ability and experience in change management, including implementing new systems 
•    Experience of managing Procurement related issues in insecure/hostile environments.
•    To be very good English written and spoken.
•    Excellent verbal and written communication skills
•    Ability to multitask, prioritize, and manage time efficiently
•    Ability to work well with management and staff at all levels
•    Commitment to and understanding of IMC’s aims, values and principles

“International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, gender, age, disability or status as a veteran.”

International Medical Corps never asks job applicants for a fee, payment, or other monetary transaction. If you are asked for money in connection with this recruitment, please report to International Medical Corps at the website provided at the end of this document. 

Website for reporting misconduct: www.InternationalMedicalCorps.ethicspoint.com. Please do not submit your CV or application to this website, it will not be considered for review