The posting
Job Description
Job Summary:
You will coordinate local procurement activities and processes to acquire goods and services in support of the delivery of high-quality programming to the poor and vulnerable. Your knowledge and experience will allow you to successfully coordinate the quality and efficiency of procurement and purchasing activities and ensure stewardship, integrity, transparency, and accountability
Roles and Key Responsibilities:
- Coordinate fully compliant procurement systems and operating procedures. Assess effectiveness and efficiency and recommend improvements. Contribute to ensuring compliance with CRS procurement principles, standards, policies, donor regulations, and local statutory requirements.
- Coordinate with various departments to develop and maintain an up-to-date procurement plan with all quantities, quality and delivery requirements for goods, cash and voucher assistance (CVA) and services. Provide pricing information to assist budget holders with budget preparation.
- Coordinate sourcing process to ensure the best value for money. Key activities include market assessments and price monitoring, defining supplier evaluation criteria, facilitating transparent and consistent bidding and vendor selection processes, quality and availability of goods assessment, and contract/purchase order preparation.
- Communicate with other procurement staff and various program and operations units to coordinate and track goods/services delivery and receipt and keep everyone informed of the status. Collect information to confirm that goods/services and CVA assets delivered are what have been ordered in the correct quantities and quality; they arrive on schedule and at the right cost.
- Maintain correspondence and constant contact with suppliers and voucher vendors to follow up on the execution of contractual terms and conditions, and handle issues if needed. Monitor and report on supplier performance, noting current and/or potential issues and/or inefficiencies and assist with contract/purchase order modifications.
- Accountable for transparency within the procurement department through ensuring a complete, accurate and up-to-date document trail of all procurement processes, vendor files, procurement and inventory database to assist with control and accountability. Prepare reports and facilitate document retrieval.
- Track all Purchase Orders (POs) in the Insight system and ensure their timely closure by following up on delivery confirmation, receipt of goods/services, and payment completion.
- Ensure proper management and organization of procurement files on the Teams site in accordance with the established filing structure.
- Ensure accurate entry and maintenance of contract information in the contract management system, including updating key contract details, milestones, and status throughout the contract lifecycle. Support contract management processes including tracking contract expirations, renewals, amendments, and ensuring compliance with contractual terms and conditions.
- Support supplier prequalification and due diligence processes to ensure vendors meet technical, financial, and ethical requirements, and maintain updated approved vendor lists
- Ensure proactive follow-up of purchase orders with suppliers, including the management of backorders and monitoring until full delivery is completed.
Required Languages - Strong proficiency in both French and English is required (French as the working language; English for systems, reporting, and technical documentation).
Travel - Must be willing to travel to field offices to support when required
Knowledge, Skills and Abilities
- Proficient in MS Office packages (Excel, Word, PowerPoint). Experience with database management systems (e.g. MS Access) is highly desirable.
- Good knowledge of various donor procurement regulations (e.g. USAID, EU, UN)
- Knowledge of international and national procurement regulations and local market conditions.
- Knowledge of contract terms, as well as a proven ability to successfully complete purchase orders against specifications.
- Knowledge of ERP or P2P systems
- Good planning and coordination skills and ability to prioritize competing priorities effectively
- Good analytical skills with ability to make independent judgment and decisions
- Proactive, results-oriented, and service-oriented with focus on meeting customer needs
- Ethical conduct in accordance with recognized professional and organizational codes of ethics
- Good negotiation, communication, and relationship management skills
Preferred Qualifications:
- Preferably with experience in an international organization.
- Specific CVA programming experience preferred.
- Knowledge of market assessments. Professional certification is a plus.
Supervisory Responsibilities: none
Key Working Relationships:
Internal
External
Qualifications
Basic Qualifications
- Bachelor's Degree in Business Administration or other relevant degree.
- Minimum of 4 years work experience in procurement/purchasing management, logistics, administration, preferably with an international organization.
- Good knowledge of various donor procurement regulations (e.g. USAID, EU, UN)
- Knowledge of international and national procurement regulations and local market conditions.
- Knowledge of contract terms, as well as a proven ability to successfully complete purchase orders against specification
Agency Competencies (for all CRS Staff):
- Personal Accountability – Consistently takes responsibility for one’s own actions.
- Acts with Integrity - Consistently models values aligned with CRS Guiding Principles and mission. Is considered honest.
- Builds and Maintains Trust - Shows consistency between words and actions.
- Collaborates with Others – Works effectively in intercultural and diverse teams.
- Open to Learn – Seeks out experiences that may change perspective or provide an opportunity to learn new things.
Agency Leadership Competencies:
- Lead Change – Continually looks for ways to improve the agency through a culture of agility, openness, and innovation.
- Develops and Recognizes Others – Builds the capacity of staff to reach their full potential and enhance team and agency performance.
- Strategic Mindset – Understands role in translating, communicating, and implementing agency strategy and team priorities.
What we offer
CRS offers U.S. based staff a comprehensive benefits package, including medical, dental, life insurance, vision, and a generous retirement savings plan. Benefits packages for successful candidates employed outside the U.S. are based on the country of employment/in-country office where the candidate will perform the role. CRS´ work culture is a collaborative, mission-driven culture committed to improving the lives of the poor throughout the world.
About Us
Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. Catholic Relief Services works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion or nationality. Catholic Relief Services’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance, and peacebuilding. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. CRS’ processes and policies reflect our commitment to safeguarding children and vulnerable adults from abuse and exploitation.
CRS welcomes candidates from the countries and regions in which we work. In the event the successful candidate is an expatriate, the anticipated duration of the assignment is informed by a term limit, based on the type and level of the job and the needs of the agency.
CRS is committed to safeguarding program participants, community members, staff and volunteers from all forms of exploitation and abuse. The successful candidate is expected to sign and adhere to CRS´ Code of Conduct.
CRS talent acquisition procedures reflect our commitment to safeguarding the rights and dignity of all people - especially children and vulnerable adults - to live free from abuse and harm.
Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.
CRS is an Equal Opportunity Employer.
General Requirements
CRS offers are contingent on the selected candidate’s ability to legally work where the position is to be performed. Every government has a unique set of work permit eligibility requirements. All positions requiring residence or frequent travel outside a home country must undergo and clear a pre-employment medical clearance; some work permit processes require clearing a separate government administered medical examination.
CRS prioritizes candidates who are citizens/ permanent residents of the countries where we have CRS offices.
