Procurement and Logistics Officer - Tripoli Based

Organization:

CARE International in Lebanon

Department/Division:

Support

Unit:

Procurement and Logistics

Last Update:

December 20, 2018

Category:

Senior Officer – national

Work Location:

Tripoli

Supervisor:

Functional to Procurement Specialist and Hierarchical  to Coordinator

Posting Restrictions

None

Job Summary:

This position works in close consultation with the Procurement Specialist, is responsible for ensuring the timely and correct procurement for program and office needs for projects located in North Lebanon and for logistic (fleet) and security arrangements.   

Supervisees :

Head driver/Logs Assistant

Working Travel:

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

Salary:

Based on CIL salary scale 

Employment Start Date:

February 1, 2019

Duration of Contract:

September 30, 2019

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:

3-5 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 on procurement requests, provide guidance and input to program staff on the feasibility and allowability of procurement
• Issue call request for quotations/proposals, manage the distribution of the RFQ/RFP with vendors, submission of quotes, facilitate and lead on opening and evaluation of quotes. Ensure compliance with CIL and donor rules and regulations. Prepare Summary bid analysis, award decision justification, and 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
• Assist in the creation of 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 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
• Conduct procurement training and the orientation to new comers and partners

Responsibility #2: Distribution and Logistics Management

• Ensure compliance to all CIL and donors’ logistics guidelines & procedures on CIL mission
• Coordinate the logistics activities in North Lebanon 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 in North Lebanon are valid and competed for, ex. Stationery, taxi, refreshments, and similar
• Share the identification sheet of newly purchased assets with the Procuremetrn Specialist
• Ensure all Tripoli based assets are labeled
• Assist Procuremetrn Specialist in yearly asset audit

Responsibility # 3: Fleet and vehicles movement

• Oversee the organization and maintenance of the vehicle movements as per team needs, including organizing taxis
• Ensure CARE International transportation procedures and vehicles maintenance are maintained.
• 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.
• 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.

Responsibility #4: Administrative side of Safety & Security   

• Provide safety and security brief to new joiners and visitors specifically on North Lebanon context
• Report and archive security incident reports
• Liase with security firm for the security and staff training of staff
• Coordinate the security and safety assessment of new areas, vendors, venues, offices, and other facilities in North Lebanon

Perform other duties as assigned by the Procurement Specialist