IREX is a global development and education organization. We strive for a more just, prosperous, and inclusive world—where individuals reach their full potential, governments serve their people, and communities thrive. With a projected annual portfolio of more than $150 million and more than 750 staff worldwide, we work with partners in more than 100 countries in four areas essential to progress: cultivating leaders, empowering youth, strengthening institutions, and increasing access to quality education and information.

IREX seeks a qualified Operations and Procurement Officer (OPO) to be based in Juba, South Sudan, who will report directly to the Finance Director. The OPO will provide administrative support to maintain efficiency in program activities, ensure that adequate levels of operations support is provided to IREX personnel working in South Sudan. They will work closely with the Finance Director to design operations systems, policies and procedures and will lead their implementation. The OPO will lead procurement processes for SIMA in accordance with the internal rules and regulations of IREX and in compliance with USAID directives in this regard in a compliant, effective, and efficient way. They will lead the process and guaranteeing all needed approvals for procurement and clearances need, and as applicable in South Sudan.

We are doers. Our decades of on-the-ground experience help us create greater impact, practical recommendations, and lasting partnerships.

Are you the next member of our team?

Your Background & Skills

• Bachelor’s degree in administration, Procurement, Accounting or other relevant Social Sciences.
• Minimum of three (3) years of experience in office operations and procurement of goods and services.
• Strong knowledge of USAID or other donors’ rules and regulations is required, especially in procurement and compliance functions.
• Experience working for a non-profit organization preferred.
• Ability to research, analyze and interpret local government regulations, with experience working with relevant line ministries and Government of South Sudan offices highly desired.
• Demonstrated capacity to identify risks and propose solutions.
• Demonstrated ability to develop and implement effective strategies for accomplishing assigned duties.
• Strong critical thinking and problem-solving skills required.
• Detail-oriented and highly organized with the ability to multi-task and work independently.
• Strong time management, multitasking, and organizational skills.
• Strong interpersonal and cross-cultural communication skills preferred.
• Ability to work independently and as a team member, take initiative, meet deadlines, and maintain flexibility.
• Strong computer skills, especially Microsoft Office: Outlook, Word, PowerPoint, Excel, SharePoint, and Teams.
• Proficiency in written and verbal English required, excellent written and verbal communications skills. Arabic is an advantage.
• You must have unrestricted authorization to work in South Sudan.

Your Daily Tasks

• Draft Terms of Reference or Requests for Proposals (RFPs) and Requests for Quotations (RFQs) based on technical team’s inputs and compliance requirements for procurements.
• Review initial offers/applications and identify any potential changes and questions. Communicate needed changes effectively to applicants/partners.
• Ensure cost reasonableness compliance with USAID rules & regulations.
• Conduct budget review of applications, including cost reasonableness, and allowability of costs.
• Organize selection of the Technical Evaluation Committee (TEC), including management of correct documentation, summary and consolidation of questions, concerns, or edits to the application or budget.
• Review products and/or services received under the contracts or consulting agreements for compliance with program needs and agreement requirements.
• Negotiate and process modifications to contracts, as necessary.
• Review financial documentation and invoices, as necessary.
• Coordinate with the Accountant to ensure maintenance of procurement- and operations-related tracking systems for POs, Non-PO, petty cash, legal documents and vendor list and keep them updated.
• Run background searches for vendors and consultants, and maintains accurate electronic filing system, as needed.
• Maintain documentation for contracts and consulting agreements and ensures the compliance of files for auditing purposes.
• Input information and payments into IREX internal systems, as necessary.
• Effectively communicate with partner organizations, applicants, and existing contractors to communicate relevant compliance and programmatic requirements and expectations and keep them updated with needed adjustments.
• Collaborate with other members of the Finance team to input and process invoices in a timely manner.
• Conduct review of products or services, and ensure that the appropriate staff are informed, and have approved products or services as necessary.
• Support recordkeeping of costs expended under grants and contracts as they relate to procurement mechanisms, in compliance with program budget.
• Maintain oversight over expenditures, ensuring compliance with all USG rules and regulations and organizational requirements.
• Support the GCO to ensure review and sustainment of local partner procurement policies to ensure quality and compliant use of USG funds.
• Support maintenance of program inventory.
• Coordinate procurement selection process with other SIMA staff, and consolidate questions, concerns or changes to the application or budget.
• Ensure that appropriate staff are informed or included in review and negotiation of contracts or consulting agreements, as necessary.
• Inform appropriate staff of products and services received under contracts or consulting agreements; ensures the appropriate review is completed.
• Conduct selection of venues and accommodations for staff and participants following procurement policy and safety protocols.
• Prepare procurement requests for service contracts for general services, such as office lease, accommodations for staff, and Internet services, and maintain files for due diligence.
• Ensure all employee files are complete and stored properly, including contact lists.
• Conduct procurement clearance processes including tax exemption applications for importation of equipment, supplies and ensure smooth delivery to locations within South Sudan.
• Coordinate domestic travel and hotel arrangements related to program activities, including for those staff or consultants traveling to South Sudan. Ensure all travel requests are responded timely, efficiently and arrangements are in compliance with IREX procedures.
• Assist with immigration for international travelers and registration related paperwork for International and domestic travel.
• Coordinate general office administration functions including maintenance needs of office space, procurement of necessary supplies, and support with maintaining supplies lists and inventory.
• Assist with implementation of HR procedures, supporting recruitment processes, publishing vacancy announcements, interview scheduling, candidate longlisting, conducting reference checks; assisting onboarding, orientation, and off-boarding.
• Build and maintain strong professional networks that can help IREX easily access the operational areas and be kept up to date in local context.
• Other duties as supported.