Procurement Assistant

Job Overview/Summary: Working under the supervision of the Procurement Officer based in Beirut with travel to IRC Lebanon program field sites as required, the Procurement Assistant is a key position within Supply Chain and carries responsibility for the integrity of the IRC procurement system. Procurement Assistant must be able to rapidly procure program supplies, services and equipment, whilst ensuring best practices and maintaining audit-compliant records. Major Responsibilities: Specific responsibilities include: Provide procurement services for IRC Lebanon as required including generating RFQs for duly authorized Purchase Requests received, collecting RFQs from vendors and submitting them for bids analysis to Procurement Officer.  Implement and / or maintain standard IRC Lebanon procurement policies and procedures and ensure that procurement is carried out in accordance to IRC Lebanon and donor-specific polices Fill in and submit Anti-Terrorism Compliance (ATC) check for any new suppliers identified before contract Attend all procurement committee meetings when requested. Coordinate with Finance, Admin and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation. Ensure that a transparent and responsive procurement process is implemented and maintained; generating bids analysis and Purchase Orders and Payment requests. Routinely communicate, coordinate and plan with the relevant requesting staff / programs regarding the order and delivery of supplies. Ensure that all supplies, services and equipment required are delivered per the quality and quantities requested in respect for the agreed time frame. Establish and maintain ethical and professional working relationships with suppliers. Maintain supplier information for regularly purchased items and be informed of current local market conditions. Advise the Procurement Officer and Manager of procurement-specific issues and/or improvements. Any other duties or tasked delegated by Procurement Officer   Expected Deliverables: Generate and / or maintain an IRC Pre-qualified Vendor database Generate and / or maintain comprehensive price list for goods, services and equipment purchased by IRC Personal Characteristics: Strong sense of personal integrity. Attention to detail. Ability to multi-task. Team spirit. Key Working Relationships: Position Reports to:  Procurement Officer Indirect Reporting:  Procurement Manager Other Internal and/or external contacts: Internal: Procurement team, Finance Team, Programs team External:  Service providers, Suppliers. Job Requirements: Positive and professional attitude, able to organize, maintain composure and prioritize work under pressure, work overtime when necessary and be able to coordinate multiple tasks and maintain attention to detail. Ability to work as a member of a team essential. University degree in equivalent field or business management Must be computer literate, including Microsoft Word and Excel. INGO experience preferred  Ability to communicate in English and write clear and concise reports in English strongly preferred Fluency in Arabic required Knowledge of generic procurement procedures and practices (IRC or NGO experience advantageous). Familiarity with major donor and local regulations / laws advantageous. one years’ work experience in procurement or equivalent Holder of a valid driving license Competent in spoken and written English Good mathematical skills.   Working Environment:  The position will be based in Beirut with travel to Field Sites.