Procurement Officer

ROLE AND RESPONSIBILITIES      

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 the mission level: grouping of purchases, framework agreements…
   • Capitalizes regularly updates, and shares procurement data, using the dedicated tools (suppliers list, price list, procurement validation follow-up…) 
2. Procurement validation
   • Is the focal point in the Logistics department to follow-up 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 the coordination level for the bases, in line with internal and donor regulations, and dispatches the purchased goods for different departments as health, shelter, etc.
   • 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…) 
   • Review and submit purchase files requiring payment for the finance department
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 PU-AMI guidelines. Ensure soft and hard copies are archived according to PU-AMI procedures
   • 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. 

PRIORITIES OF THE DEPARTMENT

• Follow up on emergency/ongoing purchases
• Follow up on the implementation of log pack tools
• Follow up on procurement plans

MANDATORY REQUIREMENTS

• Work experience: Minimum of 2 years’ experience in procurement( medical and Non-medical), preferably in an NGO
• Knowledge and skills: Good knowledge of procurement standards and donor guidelines, and of the Lebanese purchasing environment.
• Computer skills: the good practice of Microsoft Office and Internet tools
• Other: Valid driving license (minimum 1 year)

ASSETS

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