Procurement Officer - Sin El Fil

JOB SUMMARY

The Procurement Officer assist the Procurement Manager is overseeing the procurement aspects of Caritas Lebanon.
He / She is responsible to procure the supplies, services and equipment needed whilst ensuring best practices and maintaining compliant records in line with Caritas Lebanon rules and regulations.

MAJOR DUTIES / RESPONSIBILITIES

• Daily coordination with Caritas Lebanon Procurement Manager

• Ensure that the procurement department supports the programs efficiently and compliantly

• Has a full understanding of Caritas Lebanon procurement policies and format

• Enforce proper use of procurement ceilings and approval procedures

• Ensure that Caritas procurement activities are legal and moral

• Comply with and maintain knowledge of applicable rules, regulations, standards, and best practices

• Assist Program and Operational personnel in regular procurement planning meetings

• Assist the staff as needed on timely completion of purchase requests and other documentation

• Prepare and process purchase orders for goods, services and tenders

• Oversee the gathering of quotations and bids from the market for PR-s

• Establish and negotiate contract terms and conditions, and maintain relationships with suppliers

• Administer contract performance, including delivery, receipt, warranty, damages and insurance

• Conduct a comparative analysis on supplier prices, specifications and terms for proper selection of suppliers

• Review and evaluates the performance of the suppliers and contractors

• Ensure that the required documentation of supplies and transactions are completed

• Maintain a thorough procurement files as outlined in the Baladi Program procurement policy

• Regularly produces purchase status and completed purchases reports using the Ongoing Procurement Master list

• Ensure that the procurement filing system is in place and in accordance with the procurement filing procedures as outlined in the Procurement Manual

• Coordinate with the Projects Managers and concerned recipients on delivery of items including completion of Goods Received Notes, storage of items and transfer of items to field sites

• Coordinate with the Finance Department to ensure that payments to vendors are made on-time and without any unnecessary strain on the financial systems of Caritas Lebanon

• Maintain file on market prices for commonly-bought items

• Establish preferred supplier agreements for commonly used items

• Follow Caritas Lebanon operational policy and procedures

• Respect the internal policies and procedures for example: uniform, attendance, discipline, etc.

• Complete schedules, activity planners, monitor staff availability and act against any shortfalls

• Resolve any staff issues and escalate any unresolved issue to the Program Director

• Perform other related duties as assigned by the director

OTHER QUALIFICATIONS

• A Bachelor degree in Business or any degree.

• Good knowledge procurement process

• Strong organizational skills; ability to interact effectively with international and national personnel

• Excellent reporting, communication, interpersonal and negotiation skills

• A clear understanding of procurement ethics and donor compliance is essential

• Ability to work in a team Efficiency under stress

• Good computer applications skills

• Excellent negotiation skills to close the most cost-effective deals and get the best value for money

• Strong time management skills and ability to cope with the pressure of demanding targets and tight deadlines

• Strong interpersonal skills with the ability to work collaboratively with internal and external stakeholders

• Related Work Experience: At least 3-5 years of experience in relevant field is desirable. Have previous experience in Lebanon and previous similar responsibilities in implementing similar context projects and activities

• Language skills: English and Arabic, french is a plus

• Computer Literacy: MS-Word / MS-Excel – Advanced level