Logistics/procurement Officer

Expertise France is a French public agency created on 1st January 2015 after the merger of 5 public agencies under the tutelage of the French Ministries of Foreign Affairs and Economy and Finance with a strong inter- ministerial vocation. EF offers project engineering and technical assistance by developing and implementing international cooperation actions worldwide. EF operates in various fields of development and institutional cooperation including safety and security reform, post-crisis/ stability, public health, human rights, strengthening of institutions and NGOs and governance. Carrying out large-scale, multi-stakeholder projects, EF can ensure the cooperation between individuals, teams and institutions with very different statuses, cultures and specialties. Besides, EF has acquired a sound experience in administrative and financial management of large-scale international projects and is accredited by the European Union for the management of delegated Community funds. Context In Lebanon, Expertise France ensures the consistency and the coordination of projects co-implemented by local civil society organisations for the benefit of both Syrian refugees and Lebanese host communities. Projects mainly address difficulties for communities to access services: informal education, protection, skills trainings and health.  Description of tasks  => Objectives of the mission In the framework of its Programme in Lebanon, Expertise France (EF) recruits a Logistics/Procurement Officer. The Logistics/Procurement Officer ’s responsibility is to: Organise, supervise and make all direct purchases by Expertise France consistent with EF financial management framework and Lebanese legislation. Organise, supervise all purchases made by Expertise France implementing partners consistently with EF financial management framework and Lebanese legislation. The incumbent establishes with the implementing partners and EF projects managers the procurement planning for all of the programme’s activities, organise the purchases following EF/EU procedures, ensures they are implemented rightly until reception of all goods.   1. Coordination In accordance with EF regulations and possibly in consultation with Head Office, assists with local procurement of materials and equipment, invitations to tender and order processing; Ensure timely & quality procurement & logistics services provision according to the project’s duration by organising in the early stages of the mission an accurate procurements planning; Determine project schedule by studying project plans and specifications; calculating time requirements; sequencing items as per the needs; Join in local market studies requested by the Programme Director.   2. Procurement management Prepare and conduct Request for Quotations (RFQ’s), Purchase Requests, Bid Analysis Sheet (BASs), and review purchase receipts, quotations, bids and proposals, evaluations and negotiations of all goods and services to ensure compliance with EF procurement regulations. Maintains data relevant for procurement and tenders; Establish proper recording and monthly reporting systems of all procurement activities inclusive of updates; Assists with checking invoices for goods, vouchers, payment instructions and complaints; Ensure fairness in transparent bidding processes and effective competition, as well as best prices and best value for money in all procurement and logistics activities; Liaise in writing with potential or contracted suppliers, document all exchange with them; Documents and files completed order transactions in reference files (using templates);   3. Logistics management Assists with the safe transport of goods to destination and supports the partners' team to organise all delivery of goods on project locations; Assists with processing claims for damage to goods,   4. Customs declarations Assists in processing customs declaration procedures (duty-free import of goods, entering information in customs declaration database, producing statistics) Assists with monitoring clearing of goods Assists with organising and coordinating collection of goods Perform any other task assigned by the supervisor    Ideal profile   Purchase procedure: Proven knowledge of / ability to perfectly follow EU procurement procedures(quotations, call for tenders, procurement reports) & proven ability to organise and run transparent call for tenders; Experience at providing support, guidance and trainings on purchases procedures to implementing partners. Experience in construction building highly valued; Excellent knowledge of suppliers in Lebanon working in the fields related to the present programme activities; Proven track record (references) as a logistician/purchaser in NGOs, UN or government agencies   Teamwork and general management: Strong communication and reporting skills in English (verbal and in writing); Ability to work to deadlines with good prioritisation and time management skills; Willingness and ability to travel to visit local partner organisations; Organizational Awareness: Demonstrate corporate knowledge and sound judgment; Development and Innovation: Take charge of self-development and take initiative; Team spirit and demonstrated ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds; Knowledge of local area and community is essential; Experience in emergency and post disaster area is preferred but not compulsory; Personal commitment, efficiency, flexibility, drive for results, respect for diversity, creative thinking; Being accountable, transparent and Works effectively in high-pressure, rapidly changing environments;