Administrative Officer ( Procurement)

at Islamic Relief Worldwide Sudan
Location Khartoum, Sudan
Date Posted December 2, 2022
Category Administration
Job Type Contract
Currency SDG


As an independent humanitarian and development organisation, Islamic Relief has been serving humanity for 35 years. With an active presence in over 40 countries across the globe, we strive to make the world a better and fairer place for the three billion people still living in poverty.

 Vacancy No: 16
 Section/Unit: Admin & Operations
 Grade Level: 5
 Supervisor: Procurement Coordinator
 No. of Post: 1
 Duty Station: Khartoum
 Duration: 1 year
 Closing Date: 10 Dec 2022


Through capacity building and through technical and Programme support, the International Programme Division keeps the organization focused on the socio-economic and humanitarian needs of vulnerable people.
The division reinforces IR’s implementing structure to enable these people and their communities to develop themselves sustainably and ensures that the organization is prepared to respond promptly and effectively to humanitarian crises.

The division increases the organization’s ability to tackle poverty by developing and fostering partnerships and institutional relationships effectively and proactively, and by ensuring transparent and timely reporting to the organization’s donors.



Ensures effective implementation of IR’s Procurement and Supply Chain Management process in line with IR policies and procedures. Working closely with Programme staff and the finance team to ensure understanding and compliance in the above areas. Promote a culture of integrity and transparency in procurement process in line with IR's values.

 Duties and responsibilities:


Has regular contact with all staff in the Field Office. Close contact with the programme staff and finance team.



Scope of the Role:

The job holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff. The Procurement Officer promotes the effective use of Procurement, Supply Chain and wider Logistics policies.

Responsibility for Resources: None directly but custodian of ensuring tenders are followed using the policy thresholds.



The job holder is accountable for fulfilling his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff.

Key Accountability 1: Provide support to all elements of the Procurement process

  • Ensure procurement process is followed according to IR Policies.
  • Providing contracts, paperwork in line with the policy and conducting screening checks.
  • Updating the IR system on procurement progress.
  • Check the consistency of documents and the limits, in line with the policies.
  • Proof read procurement documentation to promote integrity and accuracy of data.
  • Provide support to all FO offices or specific one as assigned
  • Perform other duties as assigned
Key Accountability 2: Support the Effective Execution of Tenders

  • In consultation with the Procurement  Coordinator provide support to the tender process/
  • Providing contracts and paperwork in line with the policy.
  • Conducting screening checks.
  • Identify any pre-qualifying vendors.
  • Preparing bids and other administrative and maintenance requests.
  • Provide administrative support to the Procurement Committee, including preparing and compiling documentation.
  • Develop and maintain professional relationships with vendors.
  • Maintain confidentiality in all procurement phases
Key Accountability 3: Procurement Monitoring and Planning 

  • Collate data and contribute to preparation of accurate and timely reports of procurement activities.
  • Monitor Procurement activities and Supply Chain Management Procedures working closely with the Logistics Officer.
  • Liaise with Programme teams to anticipate procurement needs on an on-going basis.
  • Work with finance team to ensure vendors are paid in a timely manner.
  •  Monitor and control PRs against Approved Budget
  • Reconcile PRs content with BOQ specifications
  • Careful revision of Contracts contents , including reconciliation of Contracts, PRs and BOQs
  • Reconcile and resolve orders discrepancies with FO/PM and suppliers
  •  Monitor Delivery time in collaboration with relevant FO/PM
  •  Develop sourcing Strategies
Key Accountability 4: Capacity Building Programme Staff in Procurement Practices

  • Provide capacity building for Logistics Officers in the field and Programme teams.
  • Carry out extensive visits to field areas to assist Programme teams and partners in procurement and logistics activities.
  • Train programme staff on Procurement and supply chain management procedures.
  • Providing inductions for new staff.
Key Accountability 5: Cover for Officers in the Team

  • During busy periods and absence of the Logistics Officer, this may involve occasional travel to the field.
  • This may include cover in the field for Logistics colleagues.


 Minimum Qualification, Skills and Experience Required:



  • University degree in management, social sciences, business, international development or a related field


  • At least 5 years intensive experience working in a similar role/position with an NGOs, UN or any recognized entity.


  • Knowledge and understanding of Procurement and Supply Chain Management particularly in NGOs
  • Demonstrates integrity.
  • An ability to work under pressure with limited support.
  • Intermediate written and spoken English; able to contribute to write high quality news stories.
  • Committed to Islamic Relief Worldwide values and code of conduct
  • High level of attention to detail
  • Understanding of common challenges faced in supply chain management and procurement procedures.
  • Familiarity with the Millennium Development Goals, Sphere Standards, Do no harm policy, Red-Cross/Red-crescent Code of Conduct, Humanitarian Accountability Programme etc.
  • Intermediate IT skills, particularly in Excel and online software
  • Able to build the capacity of others
  • Willing and able to travel for up to 20% of role
  • Sensitivity to cultural differences
  • Language skills in Arabic and English writing, speaking and reading.


Applying Instructions

Women are encouraged to apply

EQUAL OPPORTUNITY STATEMENT: IRW is committed to providing equal employment opportunity without regard to race, color, religion, sex, sexual orientation, disability, or any other protected status with respect to recruitment, hiring, upgrades, training, promotion, and other terms and conditions of employment. This policy complies with applicable state and local laws governing non-discrimination in employment.

IRW’s talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

Adults from abuse and exploitation.

WARNING: Do not to pay any money to get a job. Please report fraudulent jobs to