Senior Procurement Officer

The Systems Department is committed to implementing and maintaining the highest standards of efficiency and integrity in service delivery to both internal and external stakeholders. The Systems Department facilitates and manages organizations Procurement, Transport, Warehouse and Assets functions in line with formulated internal frameworks and being compliant with set donor regulations and guidelines. The overriding objective for all Concern Worldwide System’s activity is the prompt and effective provision of materials, goods and services to Concern Worldwide’s beneficiary populations in compliance with donor specifications.

The Senior Procurement Officer will be responsible and accountable for all procurement of goods and services for Concern, Lebanon including custom clearances where required, delivery of goods, services and works in Concern’s offices in Mina Office and field offices. He/she will execute his/her duties in accordance to Concern Worldwide Policies & Procedures and donor guidelines. He/she will effectively and efficiently support procurement systems, processes and activities to deliver quality programing on time in line with organizational strategy, donor requirements and within allocated budgets.

Documentation & Compliance:
Ensure that all procurement related activities are well documented, are in compliance to all procurement frameworks and laid down policies and procedures by:

• Manage and track field procurements, review contracts and procurement files from the field offices.
• Manage vehicle rental contracts and payments  
• Manage importation process and custom clearance processes with government officials and custom clearance agents, where required
• Ensuring that all Supplies Requests and subsequent documentation are approved in line with the Country Delegation of Authority Matrix.  Following the correct solicitation procedure for different procurement thresholds and filing all procurement related documentation in soft copy on the server.
• Manage Database of suppliers and set up approved supplier list
• Co-ordinate & set up weekly purchase committee meetings.
• Accountable for the full procurement process for all supplies and services, ensuring that the procurement processes outlined in Concerns International Procurement Guidelines are followed at all time.
• Handle the formal quotation process and lower level tenders as instructed by the Logistics and Security Coordinator.
• Ensure that Suppliers Requests (SR’s) are received with full (adequately detailed) specifications of the supplies requested and that all sections of the form are adequately completed.
• Being responsible for preparing all necessary paperwork, quotations, evaluating quotations and putting LPO has and contracts in place.
• Ensuring that the evaluation and selection criteria of vendors/supplier is appropriately executed and documented as outlined in the international procurement manual.
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• Ensuring that the correct and appropriate contract is prepared, reviewed and duly approved upon selection of a vendor/supplier.
• Ensure that all procurement requests are processed efficiently and timely.
• Demonstrate full knowledge of the supplier market.
• Ensure that no unnecessary delays occur during the process of requesting quotations, during the evaluation process or when putting in place a Purchase Order or Contract.
• Report to the Logistics and Security Coordinator whenever there might be delays at any point during a procurement process.
• Oversee the collection and receipt of goods from the suppliers, ensuring that the goods are of the required specifications.
• Maintain an up to date approved suppliers list.
• Oversee the routine pre-qualification exercises, ensuring that the full process is followed in accordance with the procurement guidelines.
• Prepare tender dossiers to an appropriate standard prior to adverting tenders.
• Efficient management of all documentation and paper trails in the Concern Procurement System.
• Being responsible for preparing RFQs, etc. for review and approval before sharing with potential vendors.

Reporting & Records Management

Ensure that all procurement records are properly kept and all reports submitted in a timely manner by:

• Maintaining a filing system in line with Concern procurement procedures.
• Maintaining all Procurement files (both hard and electronic copies) in an organized, accurate and up to date manner. (This includes all Purchase Orders, Contracts, and Agreements etc.) 
• Ensuring that all documentation and correspondences arising out of any procurement related transaction is appropriately documented and incorporated in the corresponding procurement file.
• Maintaining and regularly updating supplier database and carry out Market Surveys as directed by Logistics and Security Coordinator.
• Generating any other procurement related reports as may be requested by the Logistics and Security Coordinator or the System Director

Internal & External Business Partnerships:
Ensure that the procurement function works better together with both internal and external stakeholders by:

• Assisting requestors to outline correct item specifications when making supplies request.
• Liaising with the Transport & Warehouse Officer on the procurement pipeline and anticipate dates for receiving commodities.
• Proactively sharing information with requestors on status of their supplies requests and ensuring that procurement lead times are adhered to across all thresholds.
• Timely and promptly arranging for Procurement Committee Meetings (as and when required).
• Working closely with Program Experts for Technical advice when procuring specialized commodities, services or works.
• In collaboration with the Logistics and Security Coordinator, support programing teams in the development and close monitoring of procurement plans.
• Preparing accurate and complete Payment Requests (with all supporting documents) and onward submission to Finance Dept. upon System Director’s review and approval.
• Constantly coordinating & liaising with other support functions (HR, Admin, and Finance) to effectively provide support to program implementation.
• Managing procurement related external communications with vendors/suppliers in liaison with the Logistics and Security Coordinator and (or) Systems Director.

Other:

• Actively participate in collective exercises such as preparation or updates of Preparing for Effective Emergency Response (PEER) plan, Security Management Plan (SMP) and other Concern initiatives. 
• Take active measures to address equality issues, particularly relating to gender, in program as well as operational activities.
• Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the organization.
• Be aware of, understand and comply with all of Concern’s policies and procedures (Code of Conduct and its associated policies, finance, logistics, HR, security management etc.).
• Contribute to ongoing security management and planning as necessary.
• Actively participate in any emergency response if called upon to do so (within the existing program area or in a new one)
• Support Field Office procurements for items procured in Lebanon.
• Occasionally have field support visits to offer support as may be required/directed by Logistics and Security Coordinator.
• Assist the Logistics and Security Coordinator in conducting special tasks/assignments that may not be related to procurement as and when directed.
• Conduct himself/herself both professionally and personally in such a manner that will not bring disrepute to Concern Worldwide or conduct that may jeopardize Concern’s humanitarian mission.

• Undertake other related duties as may reasonably be assigned by the Logistics and Security Coordinator or the Systems DIrector

Emergency response:

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Lebanon Program is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Qualifications:

Essential

• Minimum of five years’ experience in humanitarian organisations within the Procurement and Logistics departments.
• Degree in Business Administration, supply chain and operations or similar required, Masters preferred.
• Previous experience of working with a diverse team of staff
• Excellent interpersonal and team skills
• Excellent computer skills (DDGs, Microsoft Office)
• Fluency in written and spoken English
• Commitment to and understanding of Concern’s values and principles
• Strong commitment to ensuring the protection of refugees
• Commitment to Concern equal opportunity and gender practices
• Commitment to humanitarian principles and values
• Strong sense of security management and willingness to follow security guidelines and regulations

Desirable

• Willingness to undertake regular field visits and interact with different stakeholders, especially primary stakeholders
• Excellent interpersonal and communication skills, facilitation skills and writing skills.

Essential

• Managing yourself
• Leadership
• Communicating and working with others
• Delivering Results
• Planning and Decision Making

Desirable:

• Creativity and Innovation
• Influence, Advocacy and Networking
• Change Management