Procurement & Logistics Officer

PROGRAM/DEPARTMENT SUMMARY: The Procurement & Logistics Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the purchase of goods and services. The overriding objective for all Mercy Corps procurement activity is the prompt and effective provision of materials and services to Mercy Corps’ beneficiary populations in compliance with donor specifications. GENERAL POSITION SUMMARY: The Procurement Officer is responsible for overseeing procurement aspects of Mercy Corps’ logistic operation.  Working closely with Program, Administration, Finance and Logistics the Procurement Officer is instrumental in supporting program activities through his/her services. ESSENTIAL JOB FUNCTIONS: Procurement: Daily coordination of MC procurement activities; Has a full understanding of MC procurement policies and formats. Assists, as needed in training staff on these policies; Assist Program and operational personnel in regular procurement planning meetings. Assists staff  as needed on creating clear and understandable purchase requests and other documentation; Collects quotations and bids from the market for PR-s as assigned by manager – as per Mercy Corps standards and formats; Interact with contractors, in coordination with the Operations Manager; Prepare the required documentation of supplies and transactions are completed to MC standards. Preparation of status reports on deliveries for P&L and office Management and recipient of supplies. Assist in the maintenance of thorough procurement files as outlined in the MC procurement policy;  Assist the P&L management and office staff with procurement activities, as required; Assists P&L Management with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets. The Procurement Officer will conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission. Other duties as assigned Fleet management: General management of MC Lebanon fleet; Ensure that all vehicles are safe and road-worthy; Responsible for administrating vehicle files for each vehicle; Track vehicle expenses; responsible for updating Monthly Vehicle Expense report; File Monthly Vehicle Consumables sheet for each vehicle separately; Coordinate with Human Resources to ensure proper tracking of drivers HR files; Ensure drivers are licensed and trained; Participate in hiring and disciplinary measures of drivers; Ensure security measures for vehicles such as parking, storage of keys, etc; Ensure that security incident reports are completed and filed (if related to vehicles); Ensure that accident reports are completed and filed; Will conduct him/herself professionally and personally in such a manner as to bring credit to MC Lebanon; Other duties as assigned by supervisor. Warehousing:   Implement and manage the warehouse in accordance with the Mercy Corps Warehouse Policy and Procedures Guidelines Daily coordination of MC logistical, warehouse procurement activities; Ensure the timely delivery of supplies to respective Projects with the coordination of procurement department and MC transport pool. Has a full understanding of MC warehouse policies and formats. Assists, as needed in training staff on these policies and forms; Preparation of status reports on deliveries for Operations Manager and recipient of supplies. Assist in the maintenance of thorough warehouse files as outlined in the MC Warehouse and Procurement policies;  Maintain the inventory and prepare the reports on a daily bases; Travel or delegate subordinate to travel to field sites to receive and inspect goods delivered directly to the field; All other activities to ensure the smooth warehouse operation; Interacts with suppliers in the receiving and inspection of goods – issues GRNs. Receive the goods as per the description on the purchase order/request. Inspects gods upon delivery and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order; Dispatch goods from the warehouse using appropriate MC procedures, Store Release forms, Waybills and update Stock Records. Prepare report of monthly stocks, end of grant stocks, fiscal year physical counts and other physical counts, as instructed by supervisor. Display bin cards on each item in the warehouse; Maintain physical and electronic copies of inventory, as per formats and forms provided in the Warehouse Manual ; Coordinate with the Transport Manager for transportation arrangement for dispatches ; Generate the commodities movement way bills and gate passes. Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission in Indonesia. Other duties as assigned. SUPERVISORY RESPONSIBILITY: None ACCOUNTABILITY Accountable for following Mercy Corps Field Procurement Manual, the MC Code of conduct regarding procurement activities and MC Conflict of Interest policy  as well as the Mercy Corps Warehouse Policy and Procedures, and the Mercy Corps Fleet Management Policy Guidelines. REPORTS DIRECTLY TO: Operations Manager WORKS DIRECTLY WITH: Operations Department’s staff, Finance Dept staff and Program Staff KNOWLEDGE AND EXPERIENCE: Degree in a relevant business field is desired. 2-3 years of experience in large scale supply chain management; Strong organizational skills; ability to interact effectively with international and national personnel. Excellent oral and written English skills. High computer skills on MS Office programs, especially in MS Excel. A demonstrated ability to multi-task and process information into action as to not delay program activities. A clear understanding of procurement ethics and donor compliance is essential.  SUCCESS FACTORS: Conscientious with an excellent sense of judgment Ability to work simultaneously on multiple tasks Willingness and ability to work effectively with a wide variety of people Ability to work as part of a team and coordinate with project personnel Good spoken and written English Computer literate and strong organizational skills.