Procurement Specialist

Organization:

CARE International in Lebanon

Department/Division:

Support

Unit:

Procurement and Logistics

Last Update:

December 18, 2018

Category:

Specialist– national

Work Location:

Beirut

Supervisor:

Admin Manager

Posting Restrictions

None

Job Summary:

This position works in close consultation with the Administration Manager, is responsible for ensuring the timely and correct procurement for the Country Office and all its projects, and for logistic and security arrangements.   

Supervisees :

Procurement and Logistics Assistant and Head driver/ Logs Assistant and dotted line to Procurement Officer based in Tripoli

Working Travel:

This position will be based in Beirut, with frequent travels to the field offices.

Salary:

Based on CIL salary scale 

Employment Start Date:

January 15, 2019

Duration of Contract:

12 months

Contract Type:

Fixed term

Other contract elements:

Benefits: Social security/Health Insurance & Transport allowance.

The direct supervisor reserves the right to adapt this job description at any time during employment according to needs.

Any extension of this contract is dependent on performance review and funding availability.

Education & Certification:

Minimum Bachelor’s degree – Master’s degree is optional

Minimum Education Level:

Bachelor’s degree in Business, Finance, Logistics, Procurement, Administration or any related field

Proven Experience:

5-7 years minimum experience in a similar role working in procurement and logistics functions, with knowledge of major donors’ guidelines (e.g. ECHO, EU, DFID, DevCo, BPRM, USAID, DFAT, and other)

Experience managing all donor-funded projects with International NGO’s particularly those addressing right based approaches and women and gender issues.

Strong analytical skills, computer literacy, and excellent documentation and communication (oral and written) skills are essential.

Demonstrated ability to work under pressure, excellent planning skills and provide timely quality information and reports

Ability to work well with a team and establish relationships with other teams/offices

Cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures with highly developed interpersonal skills and fluency in English

IT / Software / Technical Skills:

Good command of Excel, Word, and Outlook

Language Skills:

Language                Speaking                                Reading                  Writing

English                    Fluent                                     Professional           Professional

Arabic                     Fluent/Mother tongue             Professional           Professional

French                    Intermediary (desired)                          

Competencies

• Ability to work independently with minimum supervision and with a strong leadership
• Strong sense of ownership and able to see through the completion of task assigned
• High level of all aspects of managerial experience
• Excellent time management skills, ability to organize and prioritize tasks, and meet deadlines
• Sense of diplomacy and negotiation
• Ability to operate effectively in a stressful environment
• Flexible and adaptable 
• Accurate and ability to improve and institutionalize approved financial processes
• Adapt to changing environment
• Excellent interpersonal skills
• Decision-making skills
• Demonstrate fairness, integrity and impartiality
• Diplomacy
• Problem-solving and mediation

Detailed Responsibilities & Tasks

Responsibility #1: Procurement Management

• Work closely with program staff to prepare and update the procurement plan, provide guidance and input to program staff on the feasibility and allowability of procurement
• Issue call for tenders, manage the distribution of the tender dossier with vendors, submission of tenders, facilitate and lead on the Administrative, Technical, and Financial bid opening and ensure compliance with CIL and donor rules and regulations. Ensure the preparation of tender opening minutes, tracking sheets, and other documentation. Obtain CIL and C-F approvals where applicable. Issue contracts and ensure compliance to CIL, donor, and Lebanese Government compliance.
• Ensures timely and accurate procurement of all goods according to approved budget lines conducted from head office and from the base
• Create vendor/ consultant list based on scanning market against program/departments need, ensure CARE Lebanon Approved Vendor List is always updated and maintained and complied with the procurement policy requirements. Fulfil the bi-annual anti-terrorism reporting requirements of CARE Lebanon.
• Review procurement transactions and perform monthly procurement spot check
• Review requests submitted by program staff and issue requests for payments upon mission \tasks\ service accomplishments are received from service provider.
• Ensure the proper collection and archiving of new vendors files
• Maintain procurement and logistics information management filing system for contracts and expenditures
• Ensure compliance with CIL and donor procedures (SOPs) and procurement guidelines, ensures that all staff are well informed and knowledgeable about the relevant donor guidelines
• Ensure proper communication and updates between program and support departments

Responsibility #2: Distribution and Logistics Management

• Ensure compliance to all  CIL and donors’ logistics guidelines & procedures on CIL mission
• Coordinate the logistics activities all over the mission by working in close collaboration with the program staff and the support staff this includes but not limited to; arranging for distribution sites booking, transportation of goods and services to the distribution site, and similar support functions to ensure sound distribution 
• Assess the needs and oversee the installation of office equipment, supplies, utilities (stationary, filing systems, photocopier, furniture, water, electricity, etc.).
• Ensure office supplies are always renewed when necessary and initiate the procurement of supplies
• Ensure office premises, accommodation are managed, maintained and meet assessed required security standards, including medical kit and fire extinguishers.
• Ensure long term contracts for CIL operations are valid and completed for, IT service provider, taxi, car rental, fuel, internet service, and similar running costs

Responsibility # 3: Fleet and vehicles movement

• Organize and maintain the vehicle movements as per team needs, including organizing taxis
• Maintain CARE International transportation procedures and vehicles maintenance.
• Ensure that the administrative documents for all vehicles are available, filed, and monitored.
• Monitor the use of vehicles (consumption and mileage, damages, administrative documents), consolidate, analyze and report the data for each vehicle.
• Ensure the proper ordering, dispatch, use and follow up of fuel cards and logbooks.
• Verify that the rental vehicles and taxi companies comply with CIL regulations and needs.
• Participate in drawing up mechanical assessments for vehicle and report them to the line manager and car rental suppliers.
• Report all cars incident to the line manager and prepare the relevant reports.
• Give initiatives and implement activities for the proper function of the fleet management.
• Provide support to Tripoli fleet and drivers management

Responsibility #4: Assets Management

• Make sure CIL (and donors’ if required) asset management procedures are implemented and respected when applicable
• Manage CIL asset tracker and labelling as per CIL Asset Policy
• Ensure the security and the follow-up of the equipment used on the CIL mission (identification, asset tracking, maintenance, warranty)
• Supervise the installation of equipment and ensures they run smoothly and are maintained and ensure any necessary repairs are duly carried out.
• Ensure proper donation certificate/hand over sheets are issued, signed, and maintained on file
• Provide regular asset audit for the different items stored within the CIL mission

Responsibility #5: Representation and Capacity Development

• Act as the direct interlocutor of CIL towards providers and companies, for all issues related to logistics, in coordination with the DCD-PS
• Participate to logistics coordination and in information meetings
• Conduct procurement training and the orientation to the new comers, prepare the required reports and analysis to improve the procurement process.
• Conduct regular training session to CIL program and support staff to ensure lesson learned are discussed and action points are set and implemented
• Regularly provide on-site support and procurement and logistics capacity development of CIL Tripoly Office Logistics and Procurement personnel

Responsibility #6: Administrative side of Safety & Security   

• Provide safety and security brief to new joiners and visitors
• Work with security firm to update safety brief as the context changes
• Follow up with visitors on required forms (RED and registration)
• Report and archive security incident reports
• Coordinate the security and staff training of staff, vendors, venues, offices, and other facilities 
• Ensure that all staff and partners receive safety and security alerts on a timely basis
• Update and train staff on warden tree

Perform other duties as assigned by the Admin Manager and DCD- Support