DCA HMA Lebanon – Procurement Officer.

Objective of the Position:

The Procurement Officer (PO) is responsible for all in-country procurement, ensuring that all documentation and procurement are conducted according to DCA and donor policies and guidelines. The Procurement Officer is also responsible for overseeing procurement in El Hosh office. All procurement will be done in coordination with the Senior Logistics Officer (SLO).

General responsibilities:

• Understand the purpose and objectives of the team responsibilities.
• Deliver timely reports and information according to agreed specifications to the Senior Logistics Officer (SLO) and other stakeholders.
• Identify issues and risks associated with the programme within his/her area of responsibilities.
• Work together as a team to fulfil team targets.
• Contribute towards successful communication.
• Contribute towards positive motivation.

Specific responsibilities:

Procurement:

• Responsible for updating donor specific procurement plans and ensure that updated procurement plans are sent to the Senior Management (PM, OSM, OM and SLO) on a monthly basis.
• Ensure that the donor specific visibility plan is incorporated in the procurement plan and up to date.
• Carry out weekly and monthly procurement for the programme in El Hosh Tyre and Bsous in cooperation with the SLO.
• Establish and update a supplier database and carry out market surveys on a bi-annual basis.
• Responsible for all international procurement and liaising with DCA HQ procurement department.
• Ensure that procured items are of good quality and purchased at competitive prices and in accordance with DCA/donor procurement requirements.
• Ensure that the outlays are settled within the same month as they are given and that the settlement is submitted to the Senior Finance and Admin Officer on a weekly basis with all supporting documentation and in accordance with DCA/donor financial regulations.
• Ensure that procurement files are kept in order and that they are updated with all supporting documents in accordance with DCA/donor requirements. This should include copies of all request forms, quotations, for all procurement with a copy of all receipts.
• Ensure price comparison is done regularly and that cost of materials and items are monitored.
• Obtain quotations on items and equipment as per DCA Procurement Manual and donor requirements.
• Compile and send monthly procurement reports to the SLO and inform about any issues regarding procurement.
• Ensure that procurement files are kept in a sequential order and that they are updated with all supporting documents as per the DCA Procurement Manual and donor requirements. This should include copies of all request forms, quotations, bid evaluations, purchase orders and copies of all receipts.
• Ensure all national legislation is adhered to regarding procurement and that all suppliers are registered appropriately.
• Support the Fleet Officer (FO) with ensuring that correct procurement procedures are followed with regards to fleet management.

Asset/ Inventory Management:

• Responsible for updating the Asset/ Inventory Lists on a monthly basis and ensure that it is sent to the Senior Management (PM, OSM, OM and SLO)
• Ensure all purchases of assets are recorded and that assets are tagged before being issued.
• Ensure that all staff that receive assets, sign for the assets on the Asset Contract before. 
• Ensure the excel Asset Register is up to date at all times.
• Responsible for reporting on all damaged, broken lost or stolen assets and ensuring documentation is completed.
• Responsible for carrying out random spot checks with the Senior Logistics Officer on assets issued, throughout the programme locations.

You will receive extensive training in the Monitoring System (ADMIND) which is an on-line programme developed particularly for DCA and its various country offices worldwide.