Procurement Officer

Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious humanitarian NGO. Its objective is to provide a comprehensive response, in line with humanitarian principles and applying both needs based and rights based approaches, to conflict affected populations. PU-AMI promotes humanitarian access and dialogue with all components of the civil society and reinforces the capacity of each vulnerable community (refugees, vulnerable host community) to become self-reliant and resilient, by responding to immediate needs and strengthening their socio-economic empowerment.  

Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises.

PU-AMI in Lebanon has been implementing emergency and recovery projects in Water, Sanitation and Hygiene, in Shelter Rehabilitation, Protection, Health and in Livelihood Recovery sectors.

SUPERVISION

UNDER THE DIRECT SUPERVISION OF

Procurement Specialist

UNDER THE TECHNICAL SUPERVISION

Procurement Specialist

UNDER THE OVERALL SUPERVISION

Head of Mission

IN SUPERVISION OF

None

OVERALL MISSION 

1- GENERAL OBJECTIVE

The Procurement Officer supports the Procurement Specialist in the planning, implementation and follow-up of procurements. S/he provides support and recommendations to improve the efficiency of the purchasing process at mission level.

2- RESPONSABILITIES AND TASKS

SPECIFIC OBJECTIVES AND LINKED ACTIVITIES 

1. PROCUREMENT PLANNING AND STRATEGY

1. 4. Support the drafting of Procurement Plans, in line with internal and donors’ guidelines;
   5. Review the Procurement Plans on a monthly basis in coordination with base teams, verify that they match actual procurement implementation and forecast, and update them as necessary;
   6. Consolidate and share updated Procurement Plans as required;
   7. In view of the Procurement Plans, recommend procurement strategies to improve efficiency at mission level: grouping of purchases, framework agreements, etc.;
   8. Capitalize, regularly update, and share procurement data, using the dedicated tools (suppliers list, price list, procurement validation follow-up, etc.). 

2. PROCUREMENT VALIDATION

1. 4. Be 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;
   5. Check all procurement files received at Coordination for validation, and verify that the provided documentation is complete and correct;
   6. Verify the compliance of the procurement files with regards to internal Procurement Procedures and Donors guidelines;
   7. Liaise 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

1. 4. Support in identifying and quantifying the needs for centralized purchases, in coordination with the bases;
   5. Manage procurements centralized at coordination level for the bases, in line with internal and donors’ regulations, and dispatches the purchased goods for different departments as health, shelter, etc.
   6. Support the Procurement Specialist for the implementation of market studies and large procurement procedures at mission level (Call for Tenders, Call for Expression of Interest, etc.); 
   7. Review and submit purchase files requiring payment for the finance department.

4. INTERNAL AND EXTERNAL AUDITS

1. 4. Visit the bases at least once a month and provide support on procurement activities;
   5. Perform sample check of the procurement files at bases and coordination level, and provide feedback on the compliance to internal and donors’ procedures;
   6. Support the Procurement Specialist in the preparation of external audits.

5. ARCHIVING AND REPORTING

1. 4. Ensure archiving of validated procurement files and contractual documents at Coordination level, in compliance with PU-AMI’s guidelines.
   5. Ensure soft and hard copies are archived according to PU-AMI’s procedures;
   6. Support the Procurement Specialist 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.

3. PRIORITIES OF THE DEPARTMENT

1. 4. Follow up on emergency/ongoing purchases;
   5. Follow up on implementation of logistics’ pack tools;
   6. Follow up on procurement plans.

QUALIFICATIONS 

MANDATORY REQUIREMENTS

4. Language skills: Fluent in Arabic and English (spoken, read, written);
5. Education degree: University degree in logistics, procurement, medical sciences or a related field. Pharmacy background is a plus;
6. Work experience: minimum 2 years’ experience in procurement medical (pharmaceutical, medical supplies and commodities, PPEs, etc. and non-medical including NFIs, etc.), preferably in an NGO;
7. Knowledge and skills: Good knowledge of procurement standards and donors’ guidelines, and of the Lebanese purchasing environment;
8. Computer skills: good practice of Microsoft Office and Internet tools;
9. Other: Valid driving license (minimum 1 year) -not mandatory.

ASSETS

4. Interests: Work in relief
5. 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