Procurement Assistant

  Responsibilities: Work with Procurement Officer and Procurement Assistant to actively participate in LRCS and PNS programme planning, providing technical advice and support on procurement considerations, including best practice, procedures and systems and budgetary planning. Understand the supply-chain needs of user departments and PNSs and align procurement programmes accordingly. Operate robust Procurement Processes which meet all IFRC standards, as well as Lebanese and international financial, legal and business requirements, and has been approved by the LRCS Finance Director, from initial user enquiry through to delivery as agreed at specified point of handover according to specific supply chain design. Rigorously operate the LRCS procurement financial authorisation levels to determine the detail procurement process to be used. Plan and manage specific programmes as directed by line manager ensuring that sufficient time is built in to complete the work effectively, including all quality evaluation activities, and full Competitive Bid Analysis (CBA) as determined by the value of the purchase, and using approved selection criteria for each purchase (which has been signed-off by (i) the Finance Director and (ii) the User Department Director) before issuance of the purchase. Work with Users and other members of the Logistics Department to ensure supplies are delivered on time, as and where required ensuring that the terms of the purchase are respected. Manage and coordinate negotiations with all interested parties in assigned tender activities. Refer contract disputes and claims to Procurement Officer if necessary. Ensure complete and accurate records are assembled and maintained of assigned procurement transactions (hardcopy and / or softcopy as appropriate), keeping them audit-ready at all times. Support the establishment and maintenance of a programme of pre-qualified ‘approved’ suppliers within specific commodity areas, keeping abreast of market developments, and ensuring that both existing and new potential suppliers are dealt with fairly and equitably.  Maximise the supplier base for the Red Cross Movement.  Develop strong and open relationships with these suppliers. Implement supplier performance measurements and targets based on their contractual agreements.  Take firm action with suppliers whose performance fails to meet the required standards. Ensure that Request for Purchase (RFP) Requisitions are only issued when accompanied by (i) by (i) Finance Department approval and (ii) full and detailed specifications provided by the User. Assist in the provision of appropriate training and support to other Department managers, staff and volunteers in the effective use of the procurement process. Liaise with IFRC Zone Procurement, and maximise the benefit of synergies within the Zone where appropriate. Aptitudes and Competencies: Able to express ideas clearly, authoritatively and concisely in writing, presentations and orally. Able to work effectively in a cross-functional, multi-cultural environment. Good analytical and negotiating skills. Good working knowledge of computer applications and their deployment within logistics processes and office environments. Highly numerate. Basic financial management skills. Able to work to tight deadlines, and under stressful working conditions. High IT competence and ability to work with a variety of office productivity suites (MS office, databases etc.)