Supply and Procurement Assistant

INTERSOS is a non-profit Humanitarian Aid Organization that works to bring assistance to people in danger, victims of natural disasters and armed conflicts. Established in 1992 with support from the Italian Federation of Trade Unions, its actions are based on the values of solidarity, justice, human dignity, equal rights and opportunities for all people and respect for diversity and coexistence, paying particular attention to the most vulnerable and the unprotected.

INTERSOS identifies with the core values of CONCORD, the European Confederation of NGOs; it adheres to international codes of conduct for humanitarian organizations and the values and principles expressed within those codes. INTERSOS is recognized by the Italian Ministry for Foreign Affairs, the European Commission and the principal UN agencies; it is privileged to hold an advisory status with the United Nations Economic and Social Council (ECOSOC).
INTERSOS is an independent association which, through its own humanitarian operators, intervenes to effectively answer the needs of people in serious crises situations, mainly in the world's poorest regions, who are suffering, deprived of rights, dignity and essentials goods. It maintains a flexible operating structure. The head office in Italy coordinates, supports and monitors the planned activities in the countries of intervention carried out by decentralized offices.

Job Title      : Supply and Procurement Assistant

Reports to        : Logistics Officer and Logistics Coordinator

Duty Station     : Mount Lebanon

Position Type    : Full Time

Job Purpose:

The Supply and Procurement support is responsible to support the logistics officer in the procurement process of relevant base, such as preparing tenders, ITBs, framework agreements and contracts. He/she is also responsible of asset management, stock inventory, in addition to preparing monthly reports related to communication, assets, and procurement.

Generic Duties:

1. Logistics:

• Supporting the logistic officer in the procurement procedures (bids, tenders, quotations, appraisals of quality and price) for goods and services as per INTERSOS and donor requirements.
• Ensure effective and cost-efficient procurement planning, by ensuring weekly and monthly needs mapping per project team and grouping purchases where possible and relevant.
• Negotiate and follow up and maintain good relationships with suppliers.
• Run market assessments and update suppliers list per base in coordination with Logistics Coordinator and Admin/Finance department.
• Coordinate with the Projects Managers and concerned recipients on delivery of items within the procurement plan deadline.
• Conduct bookings and reservations of events and venues, as per established INTERSOS procedures.
• Ensure that all necessary documentation and donor filing is updated.
• Ensure all files and records of Logistics are properly updated and filed.
• Routinely liaise with administration department, and logistic officer.
• Support in the preparation of the monthly Logistics report.
• Perform any other related task requested by management.

Specific Duties:

(Can be adapted to the particularities of the job location and the requirement of the project. This section shall be revised whenever a new employee is hired).

Supply and Procurement:

• Launch market assessments for the relevant procurements
• Prepare and launch the RFQ related to the project implementation
• Prepare and draft contracts for the
• Follow up with suppliers and evaluate offers according to INTERSOS guidelines
• Assist the log officer in the preparation and launching of ITBs and tenders
• Filing and archiving the relevant documents to the supply process (RFQ, ITB, Tender etc…
• Prepare the weekly and monthly reports
• Follow up with the log officer on the upcoming payments and deliveries

Competencies: (Knowledge, Skills & Abilities)

Professional Competencies:

• Minimum 3 years of relevant experience.
• Good knowledge of procurement processes.
• Previous experience in INGO is an asset.
• Proficiency in MS office (word, excel, etc.)
• Driving licence issued since more than 1 year.

Behavioural competencies:

• High level of integrity and understanding of procurement ethics
• High level of planning & organisational skills & able to meet deadlines
• Excellent communication and interpersonal skills
• Very good negotiation skills
• Teamwork
• Flexibility and adaptability
• Initiative
• Problem solving and decision making
• Driving and achieving results
• Humanitarian motivation and commitment to INTERSOS values
• Respect of Intersos policies and procedures