Supply Chain & Operations Officer - Bekaa

Essential Functions & Areas of Accountabilities

1. Procurement

• Ensure awareness and adherence to RI procurement policy and procedure including any country specific SOP for procurement. 
• Provide input to RI project procurement planning and provide advice on the completion of the procurement request form.
• Process the procurement requests related to Bekaa office in accordance with RI policies and procedures, in a transparent, accountable, efficient and cost effective manner.
• Act as the point of contact for RI to suppliers, vendors and service providers within Bekaa office. Liaise with programs to ensure appropriate quality, quantity and pricing of purchased goods.
• Assist with maintaining accurate filing systems, with documented and supported records of actions for audit purposes. Ensure procurement paperwork is complete and that all approvals have been obtained before purchases are made.
• Prepare the documentation needed for the regular payments related to the contracts in Bekaa (office lease, vehicle rental, fuel, communication postpaid lines, internet service, water gallons, generator fees, electricity bills, facility utilities, health insurance, audit service, etc.).

2. Assets

• Ensure understanding and compliance with RI standards and other relevant policies of Asset Management including application of all standard tools and templates.
• Ensure the data entry is maintained for a centralized asset register; ensure that all office and program assets are logged in Bekaa.  For all assets maintain tracking system and ensure all assets are issued with unique RI asset number, ID tag and are tracked.
• Effectively manage assets and property; asset list is updated regularly and assets are disposed of according to RI and/or donor regulations.
• Report any inappropriate use of RI asset, damage or loss of asset.
• Ensure appropriate documentation in place to record transfer of responsibility of asset and keep track of all current equipment holders.
• Support HR to ensure all RI assets and equipment in Bekaa have been returned in good condition by all staff departing the organization.
• Work with procurement team to enable smooth process and immediate notification when a new asset or equipment is purchased.
  • Tagging and making GRN for new purchased fixed and non-fixed assets.
• Maintain soft copy files and archiving system of all assets and equipment on box.
  • Archive all documents relating to different Assets transactions (Goods receive note, transfer sheet, gift certificate, loss, theft etc.)
  • Maintain inventory records deliveries, receiving, issuing, returning and keep up to date record of all RI assets.

3. Warehouse/Stores – Bekaa Warehouse

• Ensure proper storage and warehousing of assets and program stocks, including proper receiving and issuing of stocks, maintenance and updated bin /stock cards.
• Ensure proper record keeping and safety of all items received in the warehouse (goods received notes, receipts, waybills, stock requests and all other documents) both electronically and manually as may be required for audit trail.
• Prepare warehouse report for monthly and quarterly reports.
• Report on timely basis any missing, damaged or items whose expiry date is near for appropriate action.
• Ensure strong collaboration and communication with CO and project sites for the receipt and delivery of all goods.
• Organize for casual labor when required at the warehouse. Supervise the casuals during the time they have been hired in the warehouse until completion of work, to avoid any losses or miscounts.
• Ensure the warehouse is safe, clean and well organized at all times.
• Supports in distribution (on request).
• Receive and dispatch the program items on time.

4. Bekaa Fleet Management

• Directly supervise the Logistics Assistant, Drivers and Cleaners in Bekaa, and ensure the high-quality management of these staff, which should focus on: employee relations; task delegation with timely follow-up/feedback provided; teamwork and collaboration; completion of performance evaluations; and leaves’ management among others.
• Ensure weekly (and daily) schedules of Drivers are completed and staff have reliable and safe transportation.
• Drivers are well-trained and expectations of all Drivers are accurately and consistently enforced.
• Vehicles are well-maintained per RI’s SOPs.
• All documentation related to the fleet is completed with high quality and on time.