Procurement Officer

The Procurement Officer in Bunia is responsible for managing the procurement of non-medical and medical program materials and operations for the Bunia base and Mambasa territory. The role ensures timely and quality procurement in compliance with IRC and donor standards, local and international laws, and regulations.

Responsibilities

• Centralize and process purchase requests for non-medical and medical items from Bunia base programs and operations and from Mambasa territory, following approved requests via Integra.
• Ensure procurement complies with IRC policies and donor requirements.
• Support the Logistician and procurement committee in developing and conducting tenders for non-medical and medical items, services, and works.
• Prepare, publish, and manage critical procurement documents including RFQs, RFPs, and bid analysis grids in collaboration with requesters and procurement committee, following IRC and donor procedures.
• Generate, approve, and track purchase orders from Integra.
• Follow up on orders until delivery and payment processing.
• Establish and regularly update delivery schedules in coordination with stock managers in Bunia and Mambasa.
• Ensure procurement documentation is quantitatively and qualitatively correct in Docutrail from purchase initiation to payment.
• Keep requesters informed throughout the procurement process until delivery and payment.
• Maintain procurement file archiving on Docutrail according to SOPs.
• Ensure transparent and fair communication with suppliers during selection processes with procurement committees.
• Monitor contract execution and raise supplier awareness on IRC standards.
• Regularly evaluate supplier performance and develop improvement plans.
• Define negotiation objectives with procurement committee and conduct transparent, documented negotiations with suppliers for local purchases.
• Draft minutes after each negotiation.
• Ensure payment files comply with purchase requests and follow up until closure.
• Implement donor rules and regulations and audit plans.
• Prepare audits and verify supplier sourcing before contract or purchase order approval.
• Apply fraud prevention methods according to IRC control procedures.
• Provide procurement tracking reports to Logistician, Supply Chain Manager, program department, and finance service.

Requirements

• Diploma in Commerce and Administration, Logistics and Transport, or a similar field.
• At least 12 months of professional experience in supply chain/logistics in the humanitarian sector.
• Proven technical skills in procurement of non-medical and medical items, services, and construction works, including market consultations, negotiation, and contracting.
• Ability to analyze data and risks to develop action plans.
• Planning and monitoring skills, including remote support for procurement operations in Mambasa territory.
• Proven integrity and good reputation in procurement processes with vendors (measurable through references).
• Effective collaboration and cross-functional communication skills.
• Strong organizational skills for work and documentation.
• Ability to work in a team and develop effective professional relationships at all levels.
• Result-oriented mindset with the ability to propose realistic solutions adapted to the field while respecting the work framework.
• Experience managing procurement in a supply chain IT system (ERP), data analysis experience (Power BI), and good computer skills (Excel, Word, PowerPoint).
• Excellent verbal and written French proficiency including business vocabulary; English knowledge is a plus.
• Experience in managing orders and international transport.

Skills

• Procurement of medical items
• Procurement of non-medical items
• Civil Works Procurement
• Market consultations
• Contract Negotiation
• Contracting
• Data Analysis
• Risk Analysis
• Procurement action planning
• Procurement Monitoring
• Remote procurement support
• Supply Chain Logistics
• Vendor Management
• Cross-functional Communication
• Organizational Skills
• Procurement Documentation
• Team Collaboration
• ERP Systems Administration
• Power BI
• Excel
• Order Management Automation
• International Transport Management
• French business vocabulary

Languages

French, English