Calling for Procurement Officer Profiles

JOB SUMMARY

The Procurement Officer assist the Procurement Manager is overseeing the procurement aspects of Caritas Lebanon.

He / She is responsible to procure the supplies, services and equipment needed whilst ensuring best practices and maintaining compliant records in line with Caritas Lebanon rules and regulations

MAJOR DUTIES / RESPONSIBILITIES

Operational Duties

• Daily coordination with Caritas Lebanon Procurement Manager
• Ensure that the procurement department supports the programs efficiently and compliantly
• Has a full understanding of Caritas Lebanon procurement policies and format
• Enforce proper use of procurement ceilings and approval procedures
• Ensure that Caritas procurement activities are legal and moral
• Comply with and maintain knowledge of applicable rules, regulations, standards, and best practices
• Assist Program and Operational personnel in regular procurement planning meetings
• Assist the staff as needed on timely completion of purchase requests and other documentation
• Prepare and process purchase orders for goods, services and tenders
• Oversee the gathering of quotations and bids from the market for PR-s
• Establish and negotiate contract terms and conditions, and maintain relationships with suppliers
• Administer contract performance, including delivery, receipt, warranty, damages and insurance
• Conduct a comparative analysis on supplier prices, specifications and terms for proper selection of suppliers
• Review and evaluates the performance of the suppliers and contractors
• Ensure that the required documentation of supplies and transactions are completed
• Maintain a thorough procurement files as outlined in the Baladi Program procurement policy
• Regularly produces purchase status and completed purchases reports using the Ongoing Procurement Master list
• Ensure that the procurement filing system is in place and in accordance with the procurement filing procedures as outlined in the Procurement Manual
• Coordinate with the Projects Managers and concerned recipients on delivery of items including completion of Goods Received Notes, storage of items and transfer of items to field sites
• Coordinate with the Finance Department to ensure that payments to vendors are made on-time and without any unnecessary strain on the financial systems of Caritas Lebanon
• Maintain file on market prices for commonly-bought items
• Establish preferred supplier agreements for commonly used items

Generic Duties

• Follow Caritas Lebanon operational policy and procedures
• Respect the internal policies and procedures for example: uniform, attendance, discipline, etc.
• Complete schedules, activity planners, monitor staff availability and act against any shortfalls
• Resolve any staff issues and escalate any unresolved issue to the Program Director
• Perform other related duties as assigned by the director

JOB KNOWLEDGE

Academic:

• A Bachelor degree in Business or any degree.

Other Qualifications:

• Good knowledge procurement process
• Strong organizational skills; ability to interact effectively with international and national personnel.
• Excellent reporting, communication, interpersonal and negotiation skills.
• A clear understanding of procurement ethics and donor compliance is essential.
• Excellent knowledge of English and Arabic; French is a plus
• Ability to work in a team
• Efficiency under stress
• Good computer applications skills.

Related Work Experience:

• At least 3-5 years of experience in relevant field is desirable.
• Have previous experience in Lebanon and previous similar responsibilities in implementing similar context projects and activities.

Computer Literacy:

• MS-Word / MS-Excel – Advanced level