Fatima Alshabani

I currently lead the procurement function for IMC’s emergency response to Gaza, operating from the Jordan hub. The role involves managing a high-value, time-sensitive procurement portfolio that supports both medical and operational needs in one of the most complex humanitarian settings in the region.

• Key Responsibilities:
• Procurement Leadership & Oversight: Supervise the Gaza-focused procurement team, ensuring full ownership and quality control over all stages of the procurement cycle—covering purchase requests, tenders, bid evaluations, justification memos, purchase orders, service agreements, and framework contracts.
• Medical & Emergency Procurement Management: Handle multiple, often high-value procurement files simultaneously for essential medical items—including pharmaceuticals, medical equipment, and consumables. Utilize Blanket Purchase Agreements (BPAs) and Framework Agreements to enable phased deliveries, minimize lead times and maintain supply continuity under emergency conditions.
• Procurement Planning & Forecasting: Coordinate with technical teams and program managers to anticipate procurement needs, consolidate procurement plans, and align vendor capacity with evolving programmatic requirements.
• Donor Compliance & Documentation: Ensure strict adherence to procurement rules and documentation standards required by BHA and private donors. Maintain full and audit-ready documentation for each procurement file, including vetting, technical and financial evaluations, internal approvals, and signed contracts.
• Operational Support Procurement: Lead the procurement of guesthouse and office rentals, vehicle hire services, IT and telecom assets, and legal consultancy agreements. Collaborate closely with the legal team to review bilingual contracts and ensure donor-aligned terms and conditions.
• Liaison with Logistics & Field Teams: Maintain daily coordination with logistics colleagues to align procurement timelines with warehouse capacities, shipment schedules, and border crossing dynamics. Respond quickly to delays or route suspensions by adjusting procurement and delivery plans accordingly.
• Stakeholder Coordination Across Hubs: Act as the procurement focal point for coordination between Jordan, West Bank, and Egypt supply hubs. Harmonize supplier sourcing, documentation formats, pricing benchmarks, and procedural adjustments required by corridor-specific conditions.
• Exception Handling & Rapid Response: Manage urgent or exceptional procurements requiring fast-track approvals, immediate donor justifications, or workaround solutions—often under high pressure and in coordination with senior management.
• Process Development & Emergency Adaptation: Develop and update procurement tools, bilingual RFQ templates, evaluation sheets, tracking systems, and checklists tailored to emergency response. Continuously streamline internal workflows to reduce turnaround time and improve clarity.
• Training & Capacity Building: Support the onboarding of new team members and train field requesters on procurement SOPs, donor compliance requirements, and documentation quality. Provide direct coaching on file preparation and coordination practices.
• Risk Management & Problem Solving: Identify and mitigate procurement risks early, including supplier delays, documentation gaps, vetting issues, or operational disruptions. Proactively propose and implement practical solutions in coordination with relevant departments.
• Reporting & File Readiness: Prepare procurement status reports, closure memos, and regular updates to compliance and leadership teams. Ensure all files are traceable, complete, and ready for internal review or external audits at any time.
• Skills Showcased:
• Procurement Strategy under Emergency Conditions
• Team Supervision & Technical Oversight
• Medical Supply Chain Management
• Donor Compliance (BHA, Private Donors)
• Blanket Purchase Agreements (BPAs) & Framework Contracts
• Procurement Planning & Vendor Forecasting
• Cross-Hub Coordination (Jordan, West Bank, Egypt)
• Exception Management & Rapid Response
• Fast-Track Procurement Handling
• Procurement Tool & Template Development
• Stakeholder Communication (Programs, Logistics, Legal, HR)
• Training & Capacity Building
• Risk Mitigation & Solution-Oriented Procurement

• Key Responsibilities:
• Tender Management: Actively participate in tender openings, categorize bids, and route them to appropriate requestors.
• Logistics Coordination: Manage daily logistical operations, including coordinating shipments, managing freight documentation, and complying with transfer regulations.
• Stakeholder Engagement: Liaise with freight forwarders, transport companies, and customs agents to ensure smooth logistics operations.
• Compliance & Documentation: Assist in customs administration, prepare official letters for authorities, and oversee visa extensions and renewals for expatriate staff.
• Process Improvement: Conduct market analyses to identify logistics inefficiencies and propose improvements.
• Archival Management: Handle mailing and archiving of project paperwork, including coordination with shipping companies and validating paperwork requirements.
• Interdepartmental Collaboration: Work closely with the procurement team to optimize tender procedures, including the creation of a RACI chart for better role definition and efficient workflow.
• Skills Showcased:
• Tender Process Management
• Logistics Coordination
• Stakeholder Management
• Compliance & Documentation
• Process Improvement
• Interdepartmental Collaboration

• Key Responsibilities:
• Procurement Management: Took charge of large procurement functions supporting up to 10 projects, focusing on water security and waste management.
• Team Leadership: Led and coached the procurement team, even without direct reports, by setting standards and guiding procedures.
• Contract Oversight: Reviewed and advised on contracts, ensuring they complied with organizational policies and donor regulations.
• Supplier Engagement: Conducted market surveys and managed supplier relationships, including documentation and performance evaluations.
• ERP System Implementation: Supported the rollout of the ProSource Procurement ERP system, training different functions including program and finance.
• Compliance and Ethics: Managed risks by implementing due diligence measures, including Anti-Terrorism Checks (ATC), and supplier visits.

• Skills Showcased:
• Procurement Management
• Team Leadership
• Contract Review & Compliance
• Supplier Relationship Management
• ERP System Implementation
• Risk Management

• Key Responsibilities:
• Strategic Contract Management: Spearheaded the negotiation and execution of multiple high-value contracts, including Long Term Agreements (LTA) and Blanket Purchase Agreements (BPA). Successfully secured contracts estimated at 2-3 million Jordanian Dinars, fortifying the organization’s supplier base and creating cost-saving opportunities.
• Complex Procurement for UNHCR Partnership: In 2021, took the lead in a pivotal UNHCR partnership aimed at providing comprehensive medical assistance to Al Zatari and Al Azraq camps. Orchestrated the procurement pipeline for medicines, medical supplies, and emergency vehicle rentals, with an aggregate value exceeding 1.5 million Jordanian Dinars.
• Operational Excellence: Demonstrated outstanding agility in managing complex procurements with tight deadlines. This involved adroitly navigating challenges such as out-of-stock items and contacting multiple vendors to ensure supply chain integrity.
• Negotiation and Vendor Management: Leveraged robust negotiation skills to agree on optimal delivery timelines with suppliers. These negotiations were critical in developing a structured delivery schedule that aligned with project deadlines.
• Financial Acumen: Ensured meticulous financial governance by releasing all supplier payments before the end of each project, thereby solidifying supplier relationships and ensuring compliance with contractual obligations.
• Compliance and Governance: Employed a keen eye for detail in tenders and Request for Proposals (RFPs) to prioritize compliance with vendors and suppliers, ensuring that all proposals and applications were accurate and met organizational standards.
• Skills Showcased:
• Contract Negotiation
• Long-Term Agreement (LTA) Management
• Blanket Purchase Agreement (BPA) Management
• Humanitarian Procurement
• Deadline Management
• Vendor Management
• Project Financials Oversight
• Multilingual Communication
• Compliance and Regulation Adherence
• Payment Scheduling and Execution

• Key Responsibilities:
• Customer-centric operations: Delivered premium track-and-trace services by adhering to global performance standards. Provided timely and accurate updates to customers, enhancing their overall experience and building trust.
• Issue Resolution: Investigated and resolved issues related to undelivered, returned, delayed, lost, and damaged shipments. Established efficient workflows to expedite problem-solving and improve customer satisfaction.
• Team Collaboration: Consistently communicated service delays and issues to the Team Leader/Supervisor, contributing to better operational coherence and customer service.
• Skills Showcased:
• Customer Relationship Management
• Advanced Data Analysis
• Issue Resolution
• Team Communication

• Key Responsibilities:
• Cost-Effective Procurement: Led negotiations with shipping lines to secure favorable sea freight rates, directly contributing to cost-saving objectives.
• Operational Management: Ensured timely and accurate booking and space reservation on cargo ships, in addition to verifying that all paperwork met customs and shipping lines' requirements.

• Skills Showcased:
• Vendor Negotiation
• Cost Optimization
• Operational Efficiency
• Document Management

• Key Responsibilities:
• Customer Case Management: Orchestrated the timely resolution of customer complaints across multiple communication channels, exceeding monthly targets.
• Operational Oversight: Acted as the liaison between customers and operational teams, successfully solving delayed cases and streamlining workflows.

• Skills Showcased:
• Customer Service Excellence
• Team Coordination
• Operational Efficiency
• Problem-Solving

• Key Responsibilities:
• Vendor Relationship Management: Executed strategic negotiations with suppliers to secure best-value contracts, strengthening the company’s profitability.
• Supply Chain Oversight: Conducted vendor bid analyses and oversaw the timely delivery of supplies, ensuring smooth operational workflows.

• Skills Showcased:
• Vendor Management
• Negotiation Skills
• Supply Chain Management
• Financial Acumen