Consultant to Review and Update Procurement Manual and Develop SOPs

Background

Anera has updated its Global Procurement Manual (GPM) and is in the process of building out standard tools and templates. To ensure rapid, compliant, and context-appropriate procurement during responses in Lebanon, Anera seeks a consultant to localize the GPM’s tools, close operational gaps, and produce user-friendly SOPs, process flows, and timeframes for emergency and development procurement. This assignment will be executed in close collaboration with the Global Policy Consultant (GPC) to ensure consistency with the GPM and avoid duplication.

Objective of the Assignment 

 Support Anera to localize and operationalize the updated GPM by delivering:

• A structured gap analysis of the current Procurement Manual tools/templates for both development and emergency contexts.
• Revisions to existing templates/forms and the development of any mssing tools.
• Clear timelines for each procurement method and visual process flowcharts.
• Practical, context-specific SOPs for emergency procurement in Lebanon.

Scope of the Assignment 

The consultant will work closely with the GPC and relevant Anera teams to deliver the following workstreams:

Workstream 1: Rapid Review & Localization

• Rapid baseline review of GPM and current country practices 
• Map local statutory and market requirements for Lebanon (e.g., registration, VAT/withholding, language needs, stamping/notarization norms, supplier ID documentation, sanctions).
• Identify priority document set for immediate localization: purchase orders (POs), negotiation memos, service agreements/MSAs/SOWs, RFQ/RFP packs, single-source justification, vendor onboarding/KYC, due diligence, GRN/delivery and receipt forms, price reasonableness, framework call-offs, contract amendments.
• Maintain a Localization Decision Log capturing country-specific deviations from the GPM with GPC sign-off.

Workstream 2: Localized Documents & Clause Bank (EN/AR;  where required)

• Draft/update, branded templates for: POs, negotiation memos, service agreements/MSAs/SOWs,RFQ/RFP, bid evaluation, sole-source justification, vendor registration, due diligence, delivery/GRN, receipt/handover, variation/amendment orders, retention/withholding letters.
• Establish numbering conventions, document versioning, and a change log integrated with the GPC repository.

Workstream 3: Emergency SOPs & Process Flows (Localized)

• Produce step-by-step SOPs and flows for procurement under emergency vs. procurement under development variants. 
• Define roles and RACI (field requestor, procurement, finance, approvals, compliance).
• Embed supplier vetting adapted for rapid contexts (watchlists/sanctions, conflict-of-interest, PSEA clauses) with practical shortcuts that remain compliant.
• Include localized checks: taxes/VAT, stamping/notarization norms, language/translation handling, delivery/last-mile constraints.
• Package quick reference guides for country teams .

Workstream 4: Timeframes and Service Agreements per Method

• Define standard timelines and service agreements per procurement method (micro/low-value, RFQ, RFP/ITT, single source/emergency, framework call-off).
• Reflect local lead times (e.g., bank processing, stamping/notarization, customs) and donor-imposed deadlines; show standard vs. expedited tracks.
• Present as Gantt-style views and quick reference guides.

Deliverables

• Template & Tool Pack (ENG): Updated set and newly created forms (with instructions)
• Process Flowcharts & RACI for each procurement method (regular & emergency variants).
• SOPs for Emergency Procurement with integrated controls and minimum documentation standards.
• Timeframes and Agreements (PO, Service Agreements): Per-method time standards (standard vs. expedited), Gantt snapshots, and quick reference guides.

Duration

 The assignment is expected to take 2 months from the start date of the Agreement.

Reporting

The consultant will report to the Deputy Country Director - Operations and/or her designee and closely coordinate with Global Policy Consultant .

Qualifications

• Proven experience in procurement, preferably in humanitarian, development or emergency contexts. 
• Proven track record in developing and updating procurement policies, procedures, and standard operating procedures (SOPs).Familiarity with international donor regulations and compliance requirements; 
• Previous experience with NGOs or international organizations is highly desirable.
• Strong analytical and writing skills, with the ability to translate complex regulations into clear, user-friendly policies and guidance.
• Excellent communication and stakeholder engagement skills to ensure effective consultation with internal teams and alignment with organizational needs.