Procurement and Logistics Officer

Organizational Context

In 2012, after a few unilateral collaborations in different countries in the MENA zone, German Red Cross established its Regional Office in Beirut. Currently the office provides support to GRC 9 country programs in the region that are implementing Emergency Relief, Cash, Health, Organizational Development and Disaster Risk Reduction programs both bilateral and multilateral (actually 65 active projects). The team in Beirut is composed of about 15 colleagues in total (nationals and internationals).

Job Purpose

The purpose of the Procurement & Logistics Officer is to plan and provide effective and efficient procurement/logistics services (procurement, transport, and reporting) in support of Regional Office activities in Lebanon. Specifically, to manage the procurement and fleet management function, meet the needs and support the activities from sourcing to delivery point of use, to ultimately support the activities of the Regional Office in an efficient and timely manner. 

This position will be responsible for the effective and efficient management of the IFRC vehicles in Lebanon, framework agreements related to services required by the Regional Delegation, and procurement of security items and IT equipment, accessories, and software.

Job Duties & Responsibilities

Procurement

• To follow the Federation standard procurement practices and keeping records to fulfill audit trail standards.
• To obtain no less than three quotations, prepare a Comparative Bid Analysis and purchase recommendations, all information being systematically recorded in Purchase Committee minutes, where appropriate.
• To liaise with the Procurement Unit Manager GHS & SCM MENA Region to develop and manage a sourcing plan to procure required materials and services for RO MENA (e.g., IT equipment, software, and security items).
• To ensure a framework agreement is in place at the regional office for all the recurrent administrative services.
• Active participation in the drafting of the specifications required for administrative service.
• Active participation in all the faces related to the tender, opening, analysis, and selection process (when required) related to administrative services
• Provide technical specifications and details, where needed, to country delegations, and country cluster offices in their preparation of framework agreements related to administrative services
• Develop monthly procurement reports and maintain accurate requisition date information for all active procurement requests related to IT equipment, software, and security items.
• To monitor all procurement issues related to IT equipment, software, and security items from the RFQ up to the last payment.
• Ensure the translation of all procurement documents to or from Arabic / English as required.
• With appropriate authorization, execute the purchase of appropriate IT and security items and arrange delivery in a timely and cost-effective manner for RD MENA.
• To liaise and coordinate with the relevant functions in RD MENA regarding the delivery of supplies and keep all parties informed of any changes on time.
• To identify and maintain an accurate and up-to-date supplier information database for regularly purchased items and keep informed of local market conditions related to IT and security items.
• Establish and maintain a good professional working relationship with suppliers.
• Plan and organize the operational transportation requirements, including implementation/maintenance of transportation management system for RO MENA-operated vehicles and assist RO MENA drivers in planning best usage of vehicles.
• To prepare timely monthly reports detailing specifics according to the needs and distribute them to the IFRC GHS & SCM MENA Region and the RO MENA Administration team.

Regional delegation fleet management

• Undertake supervision of MENA regional office vehicle fleet and generators and ensure their well-functioning according to IFRC standards.
• Organize the daily use of vehicles.
• Ensure the day-to-day maintenance of the fleet, manage their preventive maintenance in coordination with drivers and integrated National Societies members focal points where applicable, follow up on their repair and accident process when needed.
• Update/use fleet wave system regularly as follows: Report fuel, maintenance, repair, and accidents, add/retrieve drivers' detail, completely new vehicles registrations, extract reports every quarter to compare the fuel consumption and the fleet's running costs.
• Manage new vehicles registration process and vehicles sales in the country in coordination with the regional procurement department and the fleet base in Dubai.
• Manage the installation and de-installation of vehicles equipment and manage the related procurement processes.
• Organize the test drives for all new delegates and staff driving IFRC vehicles, including National Societies members, and prepare the drivers' authorizations.
• Continuous follow-up and monitoring of vehicles movement using the GPS tracking system.
• Liaise with MENA focal point in IFRC fleet base in Dubai for pending issues.
• Coordinate with the security unit when needed (e.g., driver's missions' conditions)
• Managing Power Generators maintenance and fuel replenishment in addition to after working hours support and uploading the logbooks on fleet wave
• Maintain the fleet missions tracking system and update it regularly.

Duties applicable to all staff

• Actively work towards the achievement of the Federation Secretariat's goals 
• Abide by and work following the Red Cross and Red Crescent principles
• Perform any other work-related duties and responsibilities that the line manager may assign

Education

• Professional qualification in logistics or equivalent experience - Required
• A university degree in the relevant area - Preferred
• Introduction to cash Transfer Programming - Preferred
• Basic Delegated Training Course or IMPACT. FACT, ERU or RDRT Training - Preferred

Experience

• Seven years of experience in a wide variety of logistics roles and activities, including procurement, contracting, transport management, warehouse management, stock control, distribution and convoying, workshop management, and customs clearance - Preferred
• Five years of experience working for a humanitarian aid organization in a developing country  - Preferred
• Three years of experience in providing logistics services and supply chain management in complex emergencies - Preferred
• Experience in supporting a Cash Transfer Programme  - Preferred
• Experience in field coordination and liaison with NGO, government, and other agencies - Required
• Experience in managing a multinational team (including ex-pats and local staff) - Required
• Experience in planning and managing budgets - Required
• Experience in writing narrative & financial reports - Required
• Red Cross/Red Crescent knowledge and experience - Required

Knowledge, Skills and Language

• Valid international driving license for light vehicles (manual gears) - Required
• Proven experience to carry out logistics assessments and set up large operations - Required
• Valid heavy vehicle driving license - Preferred
• Knowledge of or familiarization with Cash Transfer Programming - Preferred
• Good command of English and Arabic - Required
• Other languages: French or Spanish - Preferred

Logistics Technical Competencies

Tier 1:

• National Society Logistics Development
• Medical Logistics
• Procurement
• Airport/Port operations

Tier 2:

• Warehousing
• Transport and Fleet Management
• Cash-Based Intervention
• Market Assessment
• Market-Based Intervention

Tier 3:

Supply Chain