Officer, Procurement and Logistics

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian network, with 191 member National Red Cross and Red Crescent Societies. IFRC uses the Triple R – response, resilience and respect – to deliver on Strategy 2030. IFRC responds to disasters and crises, ensuring timely, coordinated and locally led humanitarian action. IFRC supports its members in building community resilience in the areas of climate and environment, health and wellbeing, and migration and displacement. IFRC promotes respect for our fundamental principles of humanity, impartiality, neutrality, independence, voluntary service, unity, and universality, including in our work on values, power and inclusion. The IFRC focuses throughout on our core mandate – our raison d’être – of strategic and operational coordination, humanitarian diplomacy, National Society development, and accountability.

IFRC is led by its Secretary General and has its Headquarters in Geneva and five regional offices in Africa (Nairobi); the Americas (Panama); Asia Pacific (Kuala Lumpur); Europe (Budapest); and MENA (Beirut) as well as representation offices, service centres and delegations across the globe.

The IFRC has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the Red Cross and Red Crescent Movement, including sexual exploitation and abuse, sexual harassment and other forms of harassment, abuse of authority, discrimination, and lack of integrity (including but not limited to financial misconduct). IFRC also adheres to strict child safeguarding principles.

The Country Cluster Delegation for Central Asia is based in Bishkek, Kyrgyzstan and supports the National Societies in Kazakhstan, Kyrgyzstan, Tajikistan, Turkmenistan, and Uzbekistan. This position will be based in the Tajikistan Country Office which is part of the IFRC country cluster delegation in Central Asia.

The key responsibilities of the position holder are related to supporting the administration, logistics, procurement, and supply chain management in the country level and conducting the procurements in line with IFRC`s manual and procedures. This position holder will also provide guidance for the management of the programmes and project for the procurement and logistic aspects. In collaboration with the National Society staff, the position holder ensures the efficient and effective delivery of goods and logistics services. The position holder is also responsible for providing support to the Country Cluster Delegation in driving and maintaining office vehicle and to provide support on administrative tasks in line with the IFRC standards.

Logistics and Procurement (70%):

• Procurement planning coordination and execution for both national and international procurements together with IFRC technical staff if needed, and the NSs procurement unit counterparts
• Responsibility for meeting the material, equipment, and service requirements of the country programmes/operations
• Manage the sourcing, procurement, and delivery of local and international goods and services in a timely and cost-effective manner.
• Obtain quotations, prepare comparative bid analyses, and purchase recommendations and, when authorized, purchase appropriate supplies, and organize delivery.
• Manage all procurement contracts for goods and services.
• Maintain records and track performance for all procurement contracts.
• Ensure that an efficient and up-to-date asset and material tracking system is in place for all procurement and distributions.
• Identify and maintain accurate supplier information for regularly purchased items.
• Stay informed about local market conditions and establish and maintain good working relations with suppliers and inspection companies.
• Support country office and operations teams within the country on their procurement needs and accountabilities. Responsible in establishing Country Framework Agreements that serve the Country Delegation needs for goods and services.
• Provide support to other Cluster offices as necessary.
• Provide logistics support in organizing meetings, workshops, trainings, and official events.
• Coordinate apartment management related tasks for international delegates such as keeping a log of reliable agencies and supporting the apartment search process, preparation of contracts and extensions, keeping contact with owners and agencies.
• Coordinate printing of publications.

Driving and Administration (30%):

• Provide transport services to the Country Delegation as and when requested by line manager.
• Drive in accordance with all traffic rules of the Republic of Tajikistan, and the traffic rules of other Central Asian countries when driving in their territories in case of need.
• Drive in accordance with the Country Delegation's rules and Regulations for Drivers so far as they do not breach the general traffic rules of the country of operation. Further, at all times to drive carefully and with consideration to other road users, to enhance the reputation of the Federation. The Rules and Regulations for Drivers are an integral part of the job description.
• Make daily checks on vehicle, notable: Diesel level; oil and water level (radiator and battery where applicable); break fluid; air and fuel filters; lights and indicators; tyre pressure; wiper blades. Fulfil "daily vehicle inspection" forms and provide to the department.
• Report all major mechanical faults, accidents immediately and mechanical problems to the line Manager.
• Record all journeys in the vehicle logbook as instructed.
• Prepare monthly vehicle report and upload monthly vehicles reports of IFRC and GRC to Fleet system
• Maintain the vehicles assigned in good, clean conditions to enhance the reputation of the Federation.
• Be responsible for the tools, spare parts and equipment usually carried in the vehicle, and to be responsible for the security of any passengers and the Federation goods carried in the vehicle.
• Due to nature of the job, the post-holder may be required to work outside of normal hours and travel within Tajikistan with IFRC staff members.
• Meet official visitors at the airport when required and instructed by line manager.
• Maintain working advance for fuel, accommodation and other costs during a travel, report to the Finance department directly on all expenditures by having necessary approvals from the budget holder.
• Prepare monthly reconciliation of all invoices with the Supplier for filling IFRC vehicle diesel.
• Yearly registration of the vehicle with DIPSERVICE department of the MFA of the Tajikistan
• Providing driving test for IFRC and local staff
• Tajikistan visa support for visitors and staff.
• Hotel accommodation for visitors.
• Flight tickets for staff and visitors based on approved Travel orders.
• Registration of local staff in the DIPSERVICE department of the MFA of the Tajikistan
• Registration of the visitors in Tajikistan when needed.
• Coordinate with MFA of Tajikistan for the issue related IFRC office in Tajikistan, protocol department and international department.
• Enter invoices into the IFRC finance system.

Required:

University degree in relevant field.

Preferred:

Relevant qualification/technical training (or equivalent experience) would be preferred

Required:

• 3-5 years of experience with minimum of 2 years working in the area of expertise
• Experience supporting local procurement processes and supplier management
• Experience maintaining procurement records and documentation
• Minimum of 5 years' experience in driving
• Valid international driving licence (manual gears)
• Clean driving record

Preferred:

• Experience of working with the Red Cross / Red Crescent
• Experience of working with the Red Cross / Red Crescent
• Experience working with humanitarian organizations, NGOs, development agencies or international organizations
  

Required:

• Knowledge of procurement and supply chain management principles
• Understanding of compliance, accountability and internal control requirements
• Ability to manage multiple priorities and deadlines
• Proficiency in Microsoft Office applications, particularly Excel
• Ability to communicate effectively.
• Collaborates well with others and supports others in the pursuit of team goals
• Demonstrated core proficiency in (a) digital communication & collaboration, (b) basic digital content creation, (c) digital safety & security, (d) data literacy, and (e) problem solving with technology (including responsible use of AI assistants
• Understanding of and commitment to IFRC’s mission and values.
• Fluent spoken and written English and Tajik

Preferred:

• Good command of another IFRC official language (French, Spanish or Arabic)

Values: Respect for diversity; Integrity; Professionalism; Accountability
Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust