Procurment Officer - Qobayyat

Save the Children is the leading independent organization creating lasting change in the lives of children in need around the world. Save the Children has been operating in Lebanon since 1999 and is recognized for its commitment to accountability, innovation and collaboration.  Save the Children currently implements programs in Child Protection, Education, CRC, Food Security & Livelihood, Shelter, and Emergency Response throughout Lebanon. Save the Children is seeking qualified candidates to fulfill the following positions, for its Lebanon Country Office, in the following locations Beirut, Tripoli, Akkar and Bekaa:   ROLE PURPOSE: The Supply Chain Officer oversees the Procurement and Warehousing functions in a field base. S/he will ensure the supply chain flows efficiently, from initial request to arriving and storage in the warehouse.   KEY AREAS OF ACCOUNTABILITY:   1. PROCESSING AND CONDUCTING PROCUREMENTS Receive all procurement requests Enter all requests in the procurement tracker Manage each procurement in line with Save the Children and donor procurement procedures and rules, ensuring all the correct procedures are followed, documentation completed and correct authorisation obtained Manage the work of the Procurement Assistant(s) Receive and process invoices Follow up the payment process with Finance to ensure SC fulfils its obligations to suppliers Maintain detailed records of purchase requests, track all orders, and record deliveries. Ensure full audit trail is kept for each procurement   2. LIAISON TASKS If necessary forward Procurement Requests to the Beirut procurement team, and ensure these requests are followed up on Receive advanced notification of incoming deliveries to warehouses   3. WAREHOUSE MANAGEMENT Ensure all SCI Stock and Warehouse Management Procedures are being followed thoroughly. Oversee the work of the Warehouse Assistant(s). Ensure the cleanliness and good organisation of the warehouse Ensure the warehouse is fully equipped. Ensure the correct documentation is being maintained by the Warehouse Assistant(s); GRNs, Stock Cards, regular stock reports, SRF filling Spot checks on stock levels against documentation Investigate and report on missing or damaged stock   4. REPORTING Oversee and consolidate the weekly stock reports Monthly consolidated stock report Distribute on a weekly basis the updated Procurement Tracker Monthly update of the prices catalogue and suppliers list   SKILLS AND BEHAVIOURS (our Values in Practice) Accountability: Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved Ambition: Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same Collaboration: Approachable, good listener, easy to talk to Builds and maintains effective relationships with colleagues, Members and external partners and supporters Values diversity and different people’s perspectives, able to work cross-culturally. Creativity: Develops and encourages new and innovative solutions Integrity: honest, encourages openness and transparency, builds trust and confidence displays consistent excellent judgement.   QUALIFICATIONS AND EXPERIENCE AND ATTRIBUTES Essential: Previous experience of procurement Previous experience of warehousing Previous experience working for NGOs Fluency in written and spoken English and Arabic. Highly computer literate, particularly with Excel  Strong sense of integrity Strong organisational skills Proactive and flexible problem solver Ability to work independently under minimum supervision. Comfortable to work in tense situations and under pressure, and in a multicultural environment Understanding and commitment to Save the Children aims, values and principles.    APPLICATION PROCESS  Please note that the closing date for applications is: October 3rd, 2014   The selection committee will review all applications as they are received. All applicants must meet the minimum requirements described above, and those unable to meet these requirements will not be considered. No further information will be given over the phone.   Please note: due to the critical nature of this recruitment, applications will be reviewed as they are received and successful candidates contacted on an on-going basis.  Internal Applicants are given priority in the recruitment process. STARTING DATE: Immediate.  We’re looking for people who can start as soon as possible or within the next few weeks.   Each application package should include the following: •           Job title for the role you are applying for in subject header of the email •           Cover letter with the applicant’s current contact information •           CV (including detailed work experience, education/degrees)  –  3pages maximum •           Professional References (minimum of three, with complete contact information) •           Kindly do not send supporting certificates and documents at this stage •           Letter and CV should be saved into one Word or PDF document and sent to Lebanonhrq@savethechildren.org   Applications not including all of the above information will not be reviewed. Only short listed candidates will be contacted.   We need to keep children safe so our selection process reflects our commitment to the protection of children from abuse.  All applicants will also be subject to Save the Children’s usual Child Safeguarding Policy and reference checking process.