Employment Opportunities at International Rescue Committee (IRC)

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Human Resource Officer
Requisition ID: req11540
Job Title: Human Resource Officer
Sector: Human Resources
Employment Category: Fixed Term

Employment Type: Full-Time
Open to Expatriates: Yes
Location: Kasulu, Tanzania

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Job Description
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.

Scope of work:

To ensure implementation of the Policies and Procedures and provide day-to-day administrative support to IRC Kasulu office and staff based in Makere.

Duties and Responsibilities
  • Ensure availability of sufficient office stationary & consumable supplies for both office and expert houses for the latter. Control (including budget) and monitor use of office supplies in collaboration with Supply Chain Department
  • Responsible for office equipment usage (photocopiers, printers, duplicating machine etc.) and report any breakdown to Senior HR Manager and or Supply chain department
  • Ensure the tracking and updating staff database including Annual leave, ED’s, Annual Leave allowance, training and Time sheets are completed, submitted and documented.
  • Ensure a proper central filing & tracking systems of documents as per IRC filling system. Assist in ensuring statutory deductions and its remittance are done according to appropriate laws, includes submission to TRA [PAYE & Payroll levy], NSSF [employer & employee contribution] and any other deductions as per governing laws
  • Ensure all new staff have the social security registration and Bank account number and supervise the process by making sure that necessary application forms are completed/ filled.
  • To support the SHRM in compilation of monthly and weekly HR reports.
  • Support on ensuring proper payroll information is shared with the SHRM each month as per the deadline set
  • Lead in recruitment process for refugee (incentive) staff and participate in general recruitment as assigned by supervisor [from advertising, short listing, interviewing and hiring as required and to national staff where requested
  • Support the workday HR information system, making sure all information are up to date and shared where appropriate
  • Ensure staff welfare is maintained, closely work with the social welfare committee to identify gaps regarding staff welfare
  • Ensure proper cleanness of the staff compound and offices including tidiness of working spaces
  • Responsible for Incentive payroll and ensuring timely payment of incentive Allowances

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Human resource/Admin duties
  • Supervise Office Attendants, and Cleaners to ensure the office, staff compound and expert staff houses environment is clean and ready in time for usage and accommodation –and presentable as per IRC requirement.
  • Ensure time and efforts forms are prepared and distributed to staff timely. Ensure time sheets are checked and payroll completed as per finance department instructions to all staff including incentive ones
  • Assist the Senior HR Manager in processing and tracking National Staff employment contracts, job applications and other necessary recruitment documents including Job Descriptions
  • Support the Snr HR Manager in regard to working permits, visa and other form of registration
  • Support the SHRM in facilitating orientation of new staff on policies and procedures.
  • Advise the SHRM on general staff issues, i.e. Training need, staffing level for National staff as well as Incentive staff.
  • Initiating staff training/capacity building needs assessment and advising the SHRM on the way forward for those needing capacity building
  • Assist the SHRM on performance management evaluation tracking when due.
  • BVA operator for all office and administrative lines and develop a spending plan for these lines to ensure timely spending of the budget lines.
  • Ensure staff compound, office/expert houses internet, DSTV is tracked and paid in time.
  • Support the SHRM in coordinating administrative support for visitors and expat staff coming into Kasulu/Kigoma (arrangement of accommodation, communication and welfare).

Reception duties
  • Assist the SHRM in all required administrative and secretarial work, including typing documents/reports, filling correspondence, photocopying and supplying resource materials, drafting letters and other materials (e.g. memos) etc.
  • Maintain smooth flow of information and communication in the office receiving and channeling all correspondence to the appropriate persons internally and externally
  • Support the Senior HR Manager in organizing the KMM meeting - on weekly basis and other meetings including monthly staff meetings as scheduled and prepare related minutes.
  • Support the reception team in ensuring that visitors are received with courtesy interviewed and are directed accordingly. Ensure that the reception team Controls Telephone and channels to appropriate offices and prepare telephone and fax bills on monthly basis

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Logistics Duties
  • Ensure quality management of assets and other items procured including stationery, fuel, vehicles etc
  • Support the SHRM in ensuring that all staff have adequate and habitable office space and identify industrial hazards within the working space
  • Support SHRM in making bookings for meetings for both programs and operations teams as periodically requested and ensure participant’s lists are generated and meals provided are worth value for money.
  • Follow up on unpaid bills for accommodation and other bills with our suppliers related to accommodation, meetings and conference services rendered to our staff and visitors incurred by the office

Security / Communication
  • Monitor security issues at the field of work and report to the Head of Office
  • Ensure all offices are fumigated frequently
  • Ensure all doors and windows are well securely closed before leaving the office
  • Closely follow up the work of the security company in collaboration with Supply chain security focal persons.

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Common Duties
  • Attend and participate in trainings identified/organized by your supervisor.
  • Follow any new procedures and guidelines designated in circulars from Country Director.
  • Report any violations of IRC’s three core values (Integrity, Service and Accountability) as per IRC WAY reporting mechanism. The reporting of violations is an obligation on the part of all staff members.
  • Assist where necessary in undertaking activities that aim to prevent the occurrence of sexual abuse and exploitation of beneficiaries by IRC and other humanitarian workers.
  • Perform other duties as may be assigned by your supervisor.
Qualifications
  • Bachelor Degree or advanced Diploma in Administration, Human Resources management or equivalent qualification.
  • Proven two years’ experience in office related duties or human resources duties with good command of English and Kiswahili.
  • Traceable good record of work and conduct I your previous work with other organisations/employer
  • Must have computer skill and be able to work under pressure.

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Professional Standards
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, and Anti-Retaliation

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.

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 Procurement Manager
Kasulu, Tanzania, United Republic of | req11493
Requisition ID: req11493
Job Title: Procurement Manager
Sector: Supply Chain

Employment Category: Fixed Term
Employment Type: Full-Time
Open to Expatriates: No
Location: Kasulu, Tanzania

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Job Description
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.

Job Overview

The Procurement Manager primary objective is to support the Supply Chain function in developing world-class procurement practices to improve program support.
It requires the occupant to have a deep understanding of humanitarian supply chains including but not limited to need assessment, sourcing, buying and expediting procurements
The success of this role requires close collaboration with field staff, country leadership, program teams, and GSC Quality Assurance.

Major Responsibilities:
Under the direct supervision of the Senior Supply Chain Coordinator, you will be responsible for the following:
Procurement Planning

  • Perform Market Analyses by collecting, organizing and analyzing market data and financial reports and monitoring Supply Market to ensuring price quotations and Supplier offers are authentic and reasonable
  • Develop procurement plans for active grants, in collaboration with program Coordinators/Managers and internal and external partners to support program implementation.
  • Ensure program teams develop distribution plan for supplies and assets of closed grants in the warehouses.
  • Coordinate with supply chain field staff to ensure that there is sufficient spaces in warehouses before sending program supplies to the field sites.
  • Ensure that the supply chain department is well staffed and roles and responsibilities of each have clear job description.

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Procurement
  • Implement all IRC procurement Standard Operating Procedures to ensure compliance to IRC and donors procurement policies
  • Work with requesters to develop comprehensive purchase specification
  • Maintain accurate procurement data and records and ensuring on time procurement reporting
  • Review procurement documents before payment
  • Lead the bidding process, including Request for quotation process, Request for proposal process, Tender evaluation and facilitating procurement committee functioning
  • Develop and implement category sourcing strategy
  • Set negotiation objectives conduct negotiations with potential suppliers to ensure value for money

Contracting Process
  • Prepare, review and utilize Procurement contracts, including Master Agreements (MPA, MSA) to ensure favourable Procurement Terms and Conditions
  • Set key performance indicators and service level agreements for contracts
  • Monitor contract implementation to ensure suppliers adherence to contract terms and conditions
  • Prepare and submit timely and accurate procurement report(s) to inform decision-making process.
  • Implement and sustain segregation duties in procurement and other related functions.

Supplier Management

  • Maintain mutually beneficial relationships with suppliers
  • Conduct Supplier performance reviews and feedback process and maintain up to date and accurate supplier performance scorecards
  • Develop suppliers for sustainable value adding procurement

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Compliance and Legal
  • Conduct procurement due diligence, including ATC check, supplier site visits, supplier background checks and implement any other fraud prevention methods
  • Conduct self-assessments of conformance to supply chain policies, procedures, controls, and performance
  • Provide complete documents for audit and implement Corrective and/ or preventive action Plans (CAPA)
  • Identify, document and timely report any IRC procurement process deviations following the mechanism in place for appropriate follow up.
  • Develop and support implementation of improvement plans.
  • Provide constructive support to other functions to ensure effective, compliance to policies & procedures.

Staff Management and Development:
  • Support recruitment of procurement staff through the effective utilization of the IRC supply chain competency matrix.
  • Ensure each staff members' objectives are set following the organizational unit visions as well as operations context(s);
  • Provide face to face and remote orientation to newly hired procurement staff.
  • Assess procurement staff competency and training gaps and develop appropriate intervention programmes
  • Deliver Training and Professional development programmes
  • Co-ordinate training and maintain training records

Pharmaceutical Supply Chain
  • In collaboration with the health team, create forecasts and supply planning for pharmaceutical supply for all health projects by project start date.
  • With the guidance and support from global pharma leadership initiate the supply strategy for the supply of pharmaceuticals (global, regional, national) including freight.

Internal and/or external contacts:
  • Internal: Regular relationships with regional and country Supply Chain staff at all levels, Deputy Director of Operations and Project Coordinators/Mangers. Actively participate in global and regional supply chain, conferences, and leading sessions as required.
  • External: May Serve as IRC Supply Chain representative in outside meetings, other non-governmental organizations, inter-agency groups and foundations.

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Qualifications
  • Bachelor’s Degree required in Procurement & Supply Chain Management.
  • Advanced professional certification in Supply Chain Management and/or emergency response management strongly preferred.
Work Experience:
  • At least 5 years of experience in handling humanitarian supply chain;
  • Strong ERP roll out and management skills;
  • Confirmed ability to develop and roll-out supply chain policy and SOPs;
  • Clear training and mentoring ability;
  • Experience working with a diverse portfolio of Donors and knowledge of specific donor guidelines.

Demonstrated Skills and Competencies:
  • Have a high degree of flexibility and ability to work under sometimes acute hardship conditions against tight deadlines.
  • Strong computer and communication equipment skills, including Microsoft Office applications, HF and VHF radios.
  • Ability to lead teams
  • Change management
  • Risk management
  • Decision-making capability
  • Cross-Functional collaboration
  • Result Focus
  • Effective Communication
  • Problem-Solving ability
Language Skills:
  • Fluency in English is required.

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Working Environment: 50% travel to field sites

Standards of Professional Conduct: The IRC and IRC workers 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, and Anti-Retaliation.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.