Distribution and Procurement Officer

Objectives and Responsibilities

Objective 1: Storage, Delivery, and Stock Management (35%)

• Implement storage and delivery activities in the Baabda warehouse
• Process Stock Release Orders (SROs) and ensure correct signatures
• Maintain an updated inventory for the Baabda warehouse
• Update Inventory lists accordingly.
• Ensure warehouse standards are respected (clean, dry, secured, labeled)
• Monitor expiry dates and batch numbers
• Plan and coordinate weekly deliveries from suppliers or central warehouse
• Support field quality and quantity checks for deliveries
• Report any discrepancies or incidents immediately to Line Manager

Objective 2: Procurement and Assigned PRs (25%)

• Handle assigned PRs following internal procurement procedures and thresholds
• Process and follow up PRs for Bekaa in coordination with the Program and Logistics teams
• Manage all Purchase Orders under existing Framework Agreements, ensuring proper documentation, pricing, and supplier communication
• Manage food and refreshment orders for meetings and workshops, ensuring proper documentation and approvals
• Support the Logistics Officer to replenish office needs through PRs (e.g., stationery, supplies, and other operational requirements), ensuring requests are timely and documented
• Prepare RFQs (if applicable), collect offers, issue POs, and handle documentation
• Update both the main Procurement Tracker and the Budget Follow-Up (BFU) to reflect the status and financial progress of assigned PRs and POs
• Support the Senior Procurement Officer or the Logistics/Procurement Manager in maintaining and updating the Procurement Plan for Baabda and Bekaa
• Actively follow up on assigned tasks across departments including Finance, Programs, and Admin to ensure each step of the procurement cycle is completed
• Maintain proper archiving and upload dossiers to SharePoint

Objective 3: Audit & Compliance Support (15%)

• Support the Procurement Focal Point in conducting pre-audit checks (Erise, Echo, others) to ensure dossiers are complete and compliant
• Maintain an Audit Readiness Dashboard (Complete / Missing / Follow-up)
• Cross-check procurement files with Finance for completeness

Objective 4: Framework and Supplier Management (10%)

• Monitor framework agreements and renewal dates
• Follow up with suppliers for updated registration, tax, and insurance documents
• Maintain an updated Supplier Database and performance notes
• Prepare periodic supplier evaluation summaries

Objective 5: Field Coordination & Center Enhancement (10%)

• Conduct weekly field visit assessments to monitor operational conditions, center needs and progress
• Coordinate with Program Managers for small works or maintenance in TDH centers
• Schedule and follow up on center enhancement works until completion
• Provide bi-weekly updates on completed and pending works
• Ensure all supporting documentation (photos, receipts, completion notes) are archived

Objective 6: Reporting & Communication (5%)

• Prepare a Weekly Operations Summary Report including:
  • Status of PRs and procurement follow-up (including Bekaa PRs)
  • Procurement Plan updates (in coordination with Senior Procurement Officer / Ops Manager)
  • BFU progress and updates
  • Audit readiness status
  • Center enhancement progress
• Share report with Line Manager every Friday
• Maintain regular coordination with Logistics, Programs, and Finance teams

Objective 7: Security & Compliance

• Respect TDH IT security protocols and follow security guidance shared by focal points
• Report any security-related incident or unusual activity to the focal point immediately
• Support security awareness by communicating field updates and observations

Objective 8: Support to Humanitarian Activities

• Provide procurement and logistics support to ongoing humanitarian interventions
• Contribute to the implementation of activities as per the employee’s abilities and assignment

And any other duties seemed relevant to the position and assigned by your manager.