Logistics & Procurement Officer

Reporting Line

The Logistics & Procurement Officer reports to the Country Director.

Place of Work

S/he is based in Beirut, with frequent trips to the implementation sites.

Duties and Responsibilities 

This position will be responsible for overseeing and managing all procurement, logistics and asset management of RET Liban in Lebanon.

Procurement Responsibilities

• Implement the RET Liban procurement policy, procedures and practice (detailed in RET Procurement & Procedures Manual) in accordance with RET requirements and donor requirement where applicable. Take into consideration the local legislations and ensure that there is compliance as may be necessary;
• Implement appropriate control mechanism to ensure transparency and accountability in procurement and logistics in Beirut office and in the field.
• Ensure effective dissemination of information and advice on questions related to procurement to other programme officers and/or Assistants;
• Suggest ways to obtain improved service, quality, best pricing and reduce time and administrative cost in the procurement process based on the local circumstances;
• Maintain a system for adequate documentation and filing of procurement transactions for auditing purposes;
• Manage all contracts under procurement in collaboration with the relevant staff and the Procurement Commitee starting from the issuance of purchase or service contracts till completion as well as closing of contracts;
• Ensure that purchase orders and contracts are subject to appropriate reviews and approvals and ensure such documents contain all necessary information, terms and conditions and signatures to comply with RET and donor regulations;
• Ensure specifications of materials requested are complete, clear and accurate;
• Ensure bid documentation is complete and accurate. In collaboration with the relevant staff and the Procurement Commitee, prepare other procurement documents and follow up on the completion of the process;
• Ensure that there are no discrepancies between ordered and delivered goods or services;
• Provide all relevant documentation that enables the maintenance of an inventory (expendable and non-expendable equipment) database readily available for verification;
• Implement other measures to eliminate fraud, waste and abuse of project funds in all procurement and logistics functions;
• Survey the markets for latest trends in price, availability, delivery and quality of goods and services;
• Maintain interface with vendors and service representatives to ensure that materials and requirements meet procurement rules and regulations. Maintain a database of reliable vendors for supplies, services, and goods;
• Manage all repairs (vehicles, offices, guest house, etc.) that will be necessary in strict contact with the Programme Manager and Finance and Administration Officer;
• Facilitate the movement of personnel in the field;
• Act as RET Liban security focal point in terms of planning, preparation and implementation of security plan, and monitoring of ongoing security situation;

Asset Management Responsibilities

• Schedule, supervise and monitor physical verification of assets on a quarterly basis at all RET locations;
• Report any missing and damaged assets and inventory and submit action plan for resolution;

• Ensure that RET inventory management systems in place are fully compliant with donor regulations & RET policies, and that at the minimum, the following actions are in place:

•  Inventory database which is always up-to-date,
•  Assets are labelled, tracked & properly assigned,
•  Standardised, responsive, accurate, and informative filing system is maintained, and
• Ad-hoc Assets and inventory training to Logistics Assistants is provided where necessary;

• Any other tasks assigned by the Country Director.

Qualifications 

• Undergraduate Degree in Supply Chain Management, Procurement, Finance, economics or related field
• Minimum 4 years of related experience
• Excellent organizational and time management skills.
• Excellent interpersonal and oral communication skills.
• Flexibility in responding to urgent needs and tasks
• Willingness to undertake regular field visits
• Experience working for an international NGO is an asset
• Advanced computer skills, specifically in MS Word, Excel
• Ability to travel to other project implementation locations.
• Languages: Arabic: Fluent, English and/or French: Good command of language (written and spoken)