Program Support Officer

Background/IRC Summary:  The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

IRC has been working in Pakistan for over 40 years, and manages and delivers large, complex programs to meet the needs in health, education, protection, environmental health and livelihoods for displaced, poor and disaster affected communities. IRC works in partnership with local government and non-governmental organizations and currently works in the Khyber Pakhtunkhwa including ex-FATA areas, Punjab, Baluchistan and Sindh provinces.

Job Overview/Summary:

This position is responsible for the delivery of effective supply chain and logistics support in compliance with IRC and donor regulations. Key responsibilities include procurement, Admin and logistics, inventory, and asset management. The position is based in the IRC’s Quetta Office Islamabad with frequent travel to different field locations. 

Major Responsibilities for Procurement Management: -

·         Give estimated prices to program to initiate Purchase request

·         Prepare bids analysis.

·         Reference checks and ATC for vendors.

·         Maintain record of all hard and soft data of all procurement related cases.

·         Conduct market surveys regularly for key categories to ensure that IRC is receiving services and goods for best value for money.

·         Ensure that all procurement managed timely and comply with IRC.

·         Document each procurement request fully and clearly according to IRC policy.

·         Share Procurement tracker/status report with sector with supervisor for review bimonthly.

·         Timely submission of payments documents in finance and minimize delays in submission of invoices.

·         Support logistics & Admin units on need basis.

·         Ensure the proper Maintenance of office.

·         Make sure all files of suppliers are maintained and updated as per IRC policy.

·         Set annual goals of subordinate and review annually and on need basis.

·         Ensure procurement activities are conducted according to IRC policies/ procedures and Donor guidelines through frequent and routine verification of procurement documents.

·         Ensure timely and accurate submission of monthly reports and data required by office including procurement request tracking and other donor reports as per requirements. 

·         Provide the required templates of travel request form to all staff in field for the traveling authorizations.

·         Provide logistic support to organize trainings, review meetings and staff field visits.

·         Responsible for the maintenance of regular vehicles.

·         Responsible for hiring of rental vehicles as per organizational policy.

·         Responsible for preparing fuel reports as per IRC’s SOPs on monthly basis.

·         Process all the payments related to fuel, rental vehicles, and lease on time to finance.

·         Arrange Outstation/Field travel for IRC staff.

·         Maintain and keep track of inventory and assets.

HR Management Responsibilities

·         Lead recruitment for Band 8, 9, 10 at local level and seek support from the HR team based in Islamabad.

·         Facilitate onboarding of new hires and conduct orientations in coordination with the L&D team based in Country office.

·         Keep and update record of staff employed at the field level in Baluchistan.

·         Support in staff trainings, record keeping, such as time sheets, training certificates.

·         Assist HR department in maintaining of staff leave records and personal files.

·         Perform data provision for monthly payroll, medical and life insurances.

·         Process leaving staff clearances and draft final settlements for the staff.

·         Ensure proper and complete record is maintained for audit purpose.

·         Perform other duties as assigned by the supervisor.

Trainings

• Conduct field visit to support supply chain team in field on policies and procedures. 
• Conduct Supply Chain trainings for SC staff and non-SC staff members at CO and field level.

Key Working Relationships:

Position Reports to: Head of Office

Position directly supervises:  N/A                    

Position Requirements:

·         BBA/B.Com or MBA/MPA

·         Minimum 5 years’ experience with NGO/ INGO/UN in the field of Admin, HR and Supply Chain.

·         Good knowledge of major donors’ regulations.

·         Preference will be given to candidates with excellent English verbal and written skills.

·         Proficiency in Microsoft Word, Excel and Power Point

·         Experience of managing and motivating teams  

·         Detail-oriented with strong communication skills

·         Ability to facilitate communication between various levels of management and work independently in order to   meet tight deadlines.

·         A good sense of humor.

The IRC Core Values and Commitments.

·         The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity Anti-Retaliation and Combating Trafficking in Persons.

·         IRC is committed to ensuring that IRC staff is suitable to work with children and have the knowledge s/he needs to uphold and abide by the IRC’s Child Safeguarding Policy.

o   Level of interaction with children: Frequent direct contact with children

·         IRC ensures that its staff must actively practice the roles and responsibilities related to client responsiveness, accountability to people in affected communities and must have competencies to solicits and listens to feedback and other’s perspectives, responds to feedback with maturity and sensitivity and takes appropriate decisions and makes changes to behavior or actions in response to feedback.

·         IRC recognizes that gender equality is fundamental to the achievement of our organizational mission. As such, IRC is committed to the promotion of gender equality in all aspects of our operations and programs. Our organizational policies, procedures and actions demonstrate this commitment.

Women candidates and persons with disability are highly encouraged to apply.