Procurement And Logistics Officer - Beirut

Handling Procurement:

Contact local sources of supply, get price quotations, and assist in the selection of vendors
Contact vendors to resolve problems with damaged items, incorrect products or incorrect prices
Follow up and keep track to close any pending request or purchase order
Keep accurate records of payment and delivery of goods and services
Maintain purchasing files and records in the HQ, and centers 
Ensure the timely and well-documented delivery of supplies to respective B&Z field offices in coordination with the  Logistics assistant.
Receive the goods as per the description on the purchase order/request. Inspects goods upon delivery and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order

supervision of the teams in all centers with a monthly field visits 

receive the required data from the team in centers
Organize and maintain computerized records containing vendor and bid information.
Correspond with vendors regarding prices, product availability, and delivery.
Check that purchase request and order forms are filled properly.
Coordinates warranty, Maintenance, and insurance claims for all assets/ inventory items;
Builds and maintains a good professional working relationship with suppliers;
Ensure that B&Z finance & Procurement manual procedures are respected.
Check that advances given for the purchases are justified by invoices and proper purchase documents
Ensure that no procurements are carried out without Budget Holder approval, either directly or as properly delegated.
Suppliers are managed professionally, impartially and with no appearance of impropriety.
Documentation demonstrating accountability for each order is filed appropriately.
Finalize and maintains up to date database of authorized and preferred suppliers/ vendors/ consultants, collect and prepares all necessary supporting documents for authorizations granting and renewals by the committee.

Result: Procurement activities for all projects/centers are done on time in such a matter that B&Z procedures and donor regulations.

Warehousing Management: weekly Follow-up with the center team

Organizing transport arrangements between warehouses and to distribution locations, ensuring goods are transported in appropriate conditions according to their specific requirements and providing the appropriate documentation to accompany the transport.
Ensuring all incoming and outgoing stock is managed according to the Warehousing and Stock Management Standard, Policy and the Logistics Manual.
Ensuring all associated paperwork is completed and filed correctly so that there is a clear auditable trail for all stock movements.
Alerting Budget Holders/Program Managers when stocks are approaching minimum stock levels or perishable goods are approaching their expiry date, and carrying out any required destruction of stock
Loading, offloading and stacking goods (additional staff may need to be hired for specific dispatches)
Ensure the management of the stock
Decide to adjust the period of the inventory check according to the situation.
Generate and follow proper computed inventory of the stock.
Supervise reception of all materials and check and validate properly the waybills (if any),
Estimate stock capacity according to purchase order that is done, estimate additional space for the shelves and pallets for future orders. 

Result: All daily logistics matters are handled in such a way that the warehouses are running efficiently.

Logistics:

Assists the Logistics assistant to ensure that all assets are recorded, managed and disposed of according to the Asset Guidance within the Finance Manual, with tasks including.
Tagging of all new assets
Ensuring damaged or broken assets are reported and filing of all Repairs/Return Requests
Ensure lost or stolen assets are reported and filing of lost & theft reports.
To ensure efficient maintenance and upkeep the office, electricity and water etc
To monitor the consumption records of all stationary and consumables such as printer cartridges, paper, pens, folders, coffee, drinking water, cleaning products etc
Support in keeping the inventory of all equipment and ensure its regular update

 
Result: procurement and logistics matters are handled in such a way that the office is running efficiently.
 
Any other task appointed by the line manager