Procurement Officer

The Procurement Officer is responsible for planning and coordinating the procurement operations of CARE and ensure securing the best value for money for products and services it purchases. The main function is to perform the procurement functions of goods and services in compliance with procurement policies and procedures of CARE International in Lebanon. The incumbent should be well conversant with procurement policies and have good understanding of the procurement manual of CARE.  Familiarity with the CARE financial, vehicle, inventory, administrative and HR reporting system and formats are essential. S/he is also responsible for complying of CARE Core Values and code of conduct. Detailed Responsibilities & Tasks: Responsibilities #1: Procurement Planning, Management, and Implementation Identify and plan the mission’s purchase beforehand (by project) in collaboration with all relevant staff (DCD-PS, Program Managers, etc.) Ensure timely and quality procurement services provision according to the project’s duration by organizing in the early stages of the mission an accurate procurements planning Ensure the quality of  the supply chain process Organize, supervise and make all direct purchases Conduct local market studies Perform market research to find item specifications and appropriate vendors Anticipate unfavorable events through analysis of data and prepare control strategies Perform risk management regarding subcontractors contracts and agreements Control spend and build a culture of long-term saving on procurement costs Design an effective procurement methodology to deliver the required institutions and sub-contractors, in accordance with international best practice, including:  Advertising process; Managing procurement correspondence; o Bid receipt and bid opening; o Bid evaluation; Abide by CARE procurement manual, in accordance with donors guidelines Ensure that conflict sensitive approaches to procurement are carried out at all stages, with the required level of analysis and coordination for the organization context Support to Program team: Work as part of an activity implementation team along with the program team with primary responsibility for acquiring goods and services necessary for transition activities. Coordinate with Finance Manager, Accountant, and field staff on financial matters, missing documents, ensuring that all reports are compliant with donor and CARE regulations. Maintain the procurement filing system by ensuring that appropriate documentation is included in each procurement file and electronically Ensure  compliance to international donors and CARE procurement rules, regulations and policies including source strategy, suppliers evaluation and selection, quality management, customer relationship management and performance measurement Responsibilities #2: Tender Management Issue tenders as per the internal procurement regulations Assist in the development of specifications; review/modify, as necessary, specifications/scope of works for a wide range of goods and services in accordance with donors and CARE procurement procedures and regulations Assist with local procurement of materials and equipment, invitations to tender and order processing In accordance with CARE regulations and in consultation with Head Office Manage bid-openings, technical and cost evaluations: prepare competition documents (Bid opening, Summary Bid Analysis, and all relevant forms) Ensure fairness in transparent bidding processes and effective competition, as well as best prices and best value for money in all procurement and logistics activities Liaise in writing with potential or contracted suppliers Management of procurement of commodities and services according to international donors regulations and requirements, such as USAID, EC, ECHO, and similar Perform the appropriate awarded procurements contract instruments to the contractors; Purchase Order, Master Agreements, Service Contracts, and other Subcontracts. Inspect purchased goods and services to ensure they meet the specification mentioned in the tender dossier and the Subcontracts or Purchase Orders. Ensure that subcontractors understand CARE procurement policies, procedures and reporting requirements.               Responsibilities #3: Subcontracts Management Ensure smooth transportation, delivery and reception of goods including proper required documentation Follow-up the order/purchases until delivery Examine and re-evaluate existing contracts Verify the quantities ordered and received Ensure regular procurement follow-up for down payments and monthly budget follow-up Coordinate and issue the implementation of contracts based on procurement procedures (RFQs, RFPs) Documents and files completed order transactions Keep track of local subcontracts and deliverables Document proof of delivery of goods and services to grantees. (Property Placement Form, Good Receipt Notes) Close out each contract once completed, according to established policies and procedures Ensure that all purchased equipment is included in the inventory  Responsibilities #4: Partners capacity building and follow up   Provide support, guidance, and trainings on purchases procedures to partners Ensure partners can demonstrate procurement compliance Close follow up and monitoring of partners procurement filling and documentation Perform other duties as assigned by the Deputy Country Director and the Admin Manager of the Country Office            Competencies Accurate and used to follow processes Able to work in a stressful environment Adapt to changing environment Good interpersonal skills Decision-making skills Demonstrate fairness and impartiality Diplomacy Problem solving and mediation Strong communication and reporting skills Procuring millions of dollars of goods and services in the past 3 years Ability to work to deadlines with good prioritization and time management skills Ability to work in a multicultural, multi ethnic environment and maintain effective working relations with people of different national and cultural backgrounds Accountable, transparent and work effectively in high-pressure and rapidly changing environments Contract Negotiations Accountable, transparent and work effectively in high-pressure and rapidly changing environments Contract Negotiations Inventory Management Strong negotiating skills and Cost Reduction Time Management and Prioritizing