Logistics and Procurement Coordinator

SummaryUnder the direct supervision of the School Feeding Project Manager, the Logistics and Procurement (L&P) Coordinator will be responsible for coordinating logistics activities under the school feeding project funded by WFP, with ensuring safe and efficient delivery. The L&P Coordinator will be also responsible for monitoring all procurement procedures with ensuring that they follow IOCC procurement rules and regulations.

 

Responsibilities and Essential Functions

 

Logistics:

1. Coordinate the project’s logistics in line with IOCC’s guidelines.
2. Work closely with other team members to:
   1. Develop a logistics structure
   2. Deliver operational (procurement & Logistics) plans
   3. Conduct market price surveys
   4. Provide overviews of logistics requirements for the development of project proposals
3. Ensure that appropriate standards of logistics procedures and country policies are implemented and adhered to.
4. Maintain good and up to date inventory by monitoring storage and delivery to different locations.
5. Liaise closely with financial department to ensure accountability, donor compliance, expenditure linked to the proposal.
6. Supervise warehouse monitors and follow-up closely on warehouse activities and checklists.
7. Ensure that the quality and quantities delivered, match with the description of samples provided in invoices.

Procurement:

8. Interact with outside vendors to purchase project needs items.
9. Monitor production timelines & track progress with vendors & project coordinators, with ensuring due dates were met.
10. Coordinate with accounting department to resolve merchandise invoice discrepancies.
11. Keep record of all procurement, bidding, quotations, results and analysis and make them available to auditors, finance, programs ….
12. Identify, and evaluate vendors for quality and pricing.
13. Contact and negotiate with suppliers.
14. Provide the required number of quotations (as directed by Country Office) for each purchase.
15. Ensure that supplies and goods are obtained at the best possible prices taking into consideration the quality of goods.
16. Procure items/supplies/services needed to meet the project objectives.
17. Prepare the bidding documents/conditions.
18. Ensure that offers are in compliance with IOCC procurement regulations.
19. Plan, prepare and assist in preparation of bids and all relevant documents.
20. Conduct price surveys for any potential future project supplies, training venues …
21. Follow up with suppliers on PO in terms of weekly/monthly order and PO, schedule, delivery, and feedback.

Qualifications

• Knowledge, Skills and Abilities (KSA):
• Strong knowledge in supply chain, warehousing and stock control, transport and distributions, or school feeding modalities.  
• Ability to analyze contexts, focusing at the big picture while maintaining control and awareness of all its components.
• Ability to work independently under minimum supervision. Comfortable to work in tense situations and under pressure.
• Ability to effectively communicate with multi-level personnel as well as supplies & services providers and their representatives.
• Fluency in written and spoken English and Arabic.
• Computer literate with a high degree of proficiency and productivity. 
• Ability to work in and contribute to team building environment.

1. Competencies:

• Good communication skills.
• Ability to work in a cross cultural environment and under pressure to meet deadlines.
• Good organizational and time management skills.
• Problem analyzing and solving, decision making skills, considering available options and concentrating on results.

 

2. Experience: At least 3 years work experience in logistics, procurement, support services or operations management, school feeding preferably in the humanitarian sector.

Working Conditions

Stationed in IOCC office, with possible in-country trips to various Lebanese regions.