Procurement Officer

1. GENERAL OBJECTIVE

The Procurement Officer supports the Logistics Coordinator in the planning, implementation and follow-up of procurements. He provides support and recommendations to improve the efficiency of the purchasing process at mission level.

  2. RESPONSABILITIES AND TASKS

specific objectives and linked activities

1. Procurement planning and strategy

• Supports the drafting of Procurement Plans, in line with internal and donors guidelines
• Reviews the Procurement Plans on a monthly basis in coordination with base teams, verifies that they match actual procurement implementation and forecast, and updates them as necessary
• Consolidates and shares updated Procurement Plans as required
• In view of the Procurement Plans, recommends procurement strategies to improve efficiency at mission level: grouping of purchases, framework agreements…
• Capitalizes, regularly updates, and shares procurement data, using the dedicated tools (suppliers list, price list, procurement validation followup…)

2. Procurement validation

• Is the focal point in the Logistics department to followup and circulate information on the validation of procurement files, between the different departments at Coordination and with Field and HQ teams
• Checks all procurement files received at Coordination for validation, verifying that the provided documentation is complete and correct
• Verifies compliance of the procurement files with regards to internal Procurement Procedures and Donors guidelines
• Liaises with the Field teams if issues are identified in the received procurement files, in order to complete and/or correct the required documentation

3. Purchases at coordination level

• Supports in identifying and quantifying the needs for centralized purchases, in coordination with the bases
• Manages procurements centralized at coordination level for the bases, in line with internal and donors regulations, and dispatches the purchased goods
• Supports the Logistics Coordinators for the implementation of market studies and large procurement procedures at mission level (Call for Tenders, Call for Expression of Interest…)

4. Internal and external audits

• Visits the bases at least once a month and provides support on procurement activities
• Performs sample check of the procurement files at bases and coordination level, and provides feedback on the compliance to internal and donors procedures
• Supports the Logistics Coordinators in the preparation of external audits

5. Archiving and reporting

• Ensures archiving of validated procurement files and contractual documents at Coordination level, in compliance with PUAMI guidelines
• Supports the Logistics Coordinator in the verification and feedback on the monthly Logistics reports received from the bases

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

  3. PRIORITIES OF THE DEPARTMENT

• Creation and regular update of procurement tools (validation followup, suppliers list, price lists…), improvement of information sharing and accountability of the department
• Implementation  of Call for Expression of Interest to identify new potential suppliers
• Improvement of archiving and regular spot checks and monitoring

• Language skills: Fluent in Arabic and English (spoken, read, written)
• Education degree: University degree in logistics, procurement or a related field
• Work experience: minimum 2 years’ experience in procurement, preferably in an NGO
• Knowledge and skills: Good knowledge of procurement standards and donors guidelines, and of the Lebanese purchasing environment
• Computer skills: good practice of Microsoft Office and Internet tools
• Other: Valid driving license (minimum 1 year)

• Interests: Work in relief
• Transversals skills

• Honest and trustworthy
• Reliable, rigorous and well organized
• Able and willing to learn to extend his/her scope of work
• Able to manage priorities, take initiatives and work without constant supervision
• Motivated and dedicated to his/her job