Procurement & Logistics Coordinator

KEY ACCOUNTABILITIES:

The procurement & Logistics coordinator is accountable to fulfil his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff. The job holder will report to the Country Director regularly and on the basis of annually defined key performance indicators (KPIs).

Procurement Management

• Supervise procurement functions ensuring that organizational procedures are followed and ensure Islamic Relief Lebanon gets value for money.
• Ensure the Implementation of all policies and procedures as per Islamic Relief Lebanon procurement and logistics manuals.
• Manage the tender process for national and international tenders. Ensuring compliance with Islamic Relief Lebanon and donor guidelines and that the full process is documented.
• In conjunction with Programme Managers, identify those goods and services which are procured on a regular basis and ensure that framework agreements are in place.
• Follow the clearance process for imported goods and ensure all necessary documents are produced to facilitate the process.
• Manage the procurement of the emergency relief items, including the testing, inspections and quality reports and document this process in conjunction with the Emergency Coordinator.
• Ensure all contracts including Framework agreements, supply, service and construction contracts are technical and legally sound and compliant with Islamic Relief Lebanon’s procedures and policies.
• Ensure that procurement files are stored electronically and in hard copy as per Islamic Relief and Donor regulations.
• Ensure the preparation of yearly master operational logistics plan inspired from the country business plan.
• In conjunction with the Country director and Program Manager ensure all project proposals have a procurement and logistics operational plan which will be prepared prior to and implemented immediate at the start of each new project while keeping the master procurement plan up-to-date on monthly basis.
• At the start of any new donor contract identify and communicate all donor-specific logistics requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project.
• Maintain up-to-date suppliers’ database for IR Lebanon Office.
• Conduct Quarterly procurement KPIs analysis, and bi-yearly suppliers ABC analysis
• Support the management in developing flow charts, improving procedures and developing SOPs

Transport Management

• Ensure effective fleet management is in place in all locations, in accordance with Islamic Relief Lebanon procedures (in coordination with the fleet assistant).
• Ensure transport reports are being prepared on a monthly basis, analyse vehicle usage and ensure there is effective usage of all hired vehicles.
• Conduct yearly fleet rental costs survey and provide up-to-date fleet management strategies and applications

Stocks and deliveries:

• Supervise the delivery of goods to the various warehouses/sites, liaising with suppliers on the packing, transportation and movement of goods, checking remotely the orders on arrival (on delivery from the supplier) and the quality and quantities of the goods against the order form, taking any measures if necessary, in the case of discrepancies.
• Ensure appropriate storage network and stock management standards across the programme
• Coordinate with office Managers to identify and settle warehouses/storage space based on needs.
• Ensure goods transportation means are secured as per needs.
• Coordinate and follow-up deliveries and liaise efficiently with suppliers for problem solving.
• Maintain a regular information across teams about stock levels, stock re order points and expected lead-times.
• Manage periodic inventories, stock clearance and investigations over discrepancies.
• Carry out yearly physical inventory process and end of year/end of project reporting to Donors

Assets Management:

• Maintain a consolidated up to date fixed assets register for IR Lebanon programme and carry out semi-annual and annual assessment to advise on disposal and replacement as appropriate.

Reporting

• Ensure the Supply Request Tracker is kept up to date, accurate and shared with all relevant staff
• Ensure the Framework Agreement Tracking is kept up to date, accurate and shared with all relevant staff, highlighting to relevant departments when contracts are due to finish.
• Review monthly stock reports to ensure that stock movements are reported accurately and on time and that warehouses as applicable are managed in line with existing islamic relief Lebanon Logistic procedures.
• Identify suitable storage capacities and assure that storage facilities are appropriate in size, type and location; ensure that all stores are organized and managed according to Islamic Relief Lebanon logistic requirements.
• Ensure distribution reporting and reconciliation are been carried out assisting teams to ensure they understand the reporting and reconciliation process.
• Ensure fixed asset registers are updated and verified regularly bi-annually.
• Ensure all procedures and documents relating to asset management are followed and assets are safe guarded with physical checks in line with Islamic Relief Lebanon Logistics Manual and in line with donor regulations.
• Support all managers to recognize and manage logistic related risk and to set clear and transparent quality and accountability standards.

People Management

• Manage the logistics staff and set up Performance Development Plans with objectives every six months for all direct reports
• Ensure that all positions have up-to-date job descriptions and department organogram.
• Ensure that Islamic Relief Lebanon’s Performance Development Review process is carried out for each logistics staff member.
• Support and coach field-based logistics staff, providing daily technical support as appropriate.
• Carry out training in logistics for relevant staff in all locations, as required.
• Lead all Logistics team recruitments with support from Human Resource department.

Others

• Adhere to Islamic Relief Code of Conduct and associated policies and will report to the Country Director if there are any suspected breaches of these.
• Advise the CMT of logistics issues affecting project implementation and propose cost effective and efficient solutions

Islamic Relief considers the welfare and protection of children, young people and people at risk to be paramount to the organization. With a zero tolerance approach Islamic Relief have is committed to safeguarding people within our programs and projects from Exploitation and Abuse which also describe standards in behavior expected from the organization, its staff and representatives towards each other and those we serve. Any candidate offered a job with Islamic relief will be expected to sign Islamic Relief Safeguarding Policies and code of conduct alongside to their contract of employment

This job description may change based on the situation in the field. All staff are expected to show high level of flexibility in order to respond to the ever-evolving situation. Furthermore, he/she can be required to perform other related duties as identified by his/her supervisors.