Officer, Administration and Procurement

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC or “the Federation”) is the World’s largest volunteer-based humanitarian network. The Federation is a membership organization established by and comprised of its member National Red Cross and Red Crescent Societies. Along with National Societies and the International Committee of the Red Cross (ICRC), the Federation is part of the International Red Cross and Red Crescent Movement. The overall aim of the IFRC is” to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” It works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

The Federation is served by a Secretariat based in Geneva, with regional and country offices throughout the world. The Secretariat is led by the IFRC Secretary General and provides the central capacity of the International Federation to serve, connect, and represent National Societies. The Secretariat’s focus includes providing support to the IFRC governance mechanisms; setting norms and standards; providing guidance; ensuring consistency; coordination and accountability for performance; knowledge sharing; promoting collaboration within and respect for the RCRC Movement; and expanding engagement with partners. The Secretariat’s headquarters is organized in three main business groups: (i) Partnerships, including Movement and Membership; (ii) Programs and Operations; and (iii) Management. The Secretariat has five regional office, as follows: Americas (Panama City); Africa (Nairobi); Asia/Pacific (Kuala Lumpur); Europe (Budapest); Middle East and North Africa (Beirut).

The IFRC Kinshasa Country Cluster Delegation covers four countries: the Democratic Republic of the Congo, Burundi, the Republic of the Congo, and Rwanda. The Delegation supports National Red Cross Societies in a complex humanitarian context characterized by recurrent emergencies, cross-border risks, and divers programmes and operations. Within this context, the Administration Unit provides administrative and procurement services that support the effective functioning of the office and continuity of the Delegation’s activities.

Job Purpose

With guidance and support from the Coordinator, Finance, Administration and Information Technology, the Officer, Administration and Procurement will handle procurement of office and administrative goods and services for the IFRC Kinshasa Cluster office, under IFRC procedures, ensuring the right quality and cost-effective procurement services are delivered as requested by internal users.

This role is primarily focused on procuring office supplies, equipment, and administrative services for the office (e.g. stationery, IT and office equipment, furniture, maintenance and facilities-related contracts, cleaning and other office service providers). The role works closely with the Administration team to ensure local sourcing, timely delivery, and quality of goods and services for day-to-day office operations. As such, this role requires procurement experience as well as excellente communication and organisational skills.

Job Duties and Responsibilities

Purchasing and supplies

• Carry out procurement of office and administrative goods and services in compliance with the IFRC procurement procedures, standards and systems and in conformity with the requirements.
• Convene Local Committee of Contract meetings, prepare and present procurement files for further review for all procurements above CHF 50,000.
• Participate in office operational planning and provide technical assistance and advice for the procurement of office and administrative goods and services.
• Process purchase requisitions and issue purchase orders for office and administrative needs in a timely manner, ensuring proper authorisation and budget coding.
• Obtain and compare quotations from suppliers for office and administrative purchases, and prepare comparative bid analyses to support purchasing decisions.

Audit and Compliance

• Research market intelligence on office and administrative supplies and services, and validation of suppliers.
• Monitor and ensure a proper execution of contracts and delivery of supplies in a timely and cost-effective manner.
• Maintain an accurate and up-to-date supplier information database for regularly purchased items, and keep informed of local market conditions.

Quality Control

• Manage establishment of Local Framework Agreements for office and administrative supplies, in co-ordination with the HQ procurement unit.
• Liaise and coordinate in a timely manner with the relevant delegations, departments, units, and services regarding delivery of supplies, keeping all parties informed of any changes.
• Establish and maintain a good professional working relationship with office suppliers and service providers.
• Liaise with local authorities and service providers (e.g. utilities, landlords, maintenance contractors) as needed for office operations.

Reporting

• Produce regular, timely and accurate narratives and financial reports on office procurement activities for the Administration and Finance teams.
• Inform and advise the Administration team on any foreseen changes in office procurement plans and activities.

Asset and Contract Management

• Maintain and regularly update the office asset register/inventory, and coordinate periodic physical verification of office equipment and furniture.
• Track expiry and renewal dates of office-related vendor contracts and service agreements, flagging renewals in good time to avoid service disruption.
• Assist in the preparation and ongoing monitoring of the office/administrative procurement budget, flagging variances to the Coordinator, Finance, Administration and Information Technology.

Job Duties and Responsibilities (continued)

Administrative Support

• Provide procurement advice and support to the Administration team and other office functions on office-related procurement needs.
• Provide guidance to office staff on IFRC procurement procedures for office-related purchase requests, promoting adherence to best practice principles and compliance with necessary regulation, legislation and IFRC procedures.
• Support the organisation of internal meetings, workshops and events, including venue booking, catering and related logistics arrangements as required.

Education

Required

• University degree in procurement/ suppliers/Management.

Preferred

• Certified Member of the associated profession.

Experience

Required

• 4 years’ experience in a related position.
• Proven experience in managing the end-to-end procurement cycle, including requisition processing, sourcing, purchase order management, and supplier payments.
• Experience in preparing, reviewing, and administering tender documentation, contracts, and procurement records.
• Experience in conducting market assessments, price analysis, and procurement planning to support cost-effective purchasing decisions.
• Proven ability to maintain accurate procurement documentation and provide audit-ready records.
• Experience using ERP systems and procurement management platforms (e.g., SAP, Oracle, Dynamics, Unit4, or similar systems).

Preferred

• At least 1 year field experience in a humanitarian organization.
• At least 1-2 years in supporting staff.

Knowledge, Skills and Languages

Required

• Strong written and verbal communication and inter-personal skills, including working with different cutures and nationalities.
• Self-supporting in computers (Windows, spreadsheets, word-processing, e-mail).
• Self-Motivated, proactive with good judgement and initiative.
• Ability to prioritize, meet deadlines and work under pressure.
• Sensitive to diversity.

Preferred

• Fluently spoken and written French and English.
• Good command of another IFRC official language (Spanish, Somali or Arabic).

Competencies, Values and Comments

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.