Senior Procurement Officer

Main Role

The Senior Procurement Officer ensures that current and future procurement needs of LRC are met at the required quality and performance levels, and contribute to achieve the procurement targets agreed with LRC Senior Management.

Operational Roles and Responsibilities

• Work with the procurement manager 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 Sectors/Sections and partners, and align procurement efforts accordingly
• Maintain Procurement Processes  to meet all LRC standards, as well as Lebanese and international financial, legal and business requirements from initial user enquiry  to delivery as agreed at specified point of handover according to specific supply chain design.
• Rigorously operate the LRCS procurement financial authorization levels to determine the procurement process to be used.
• Manage specific tendering efforts in accordance with the Procurement Process 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 Tender, and using approved selection criteria for each Tender. Participating in organizing tender opening sessions on time.
• Manage and coordinate negotiations with all interested parties, including contract disputes and claims.
• Support with the Procurement manager and LRCS Finance Sector, the design, development, implementation and use of an LRCS-wide Procurement / Tender Management system to promote effective, efficient and fully auditable operation of the procurement and supply process both internally and with suppliers.
• Ensure complete and accurate records are assembled and maintained for all procurement transactions (hardcopy and /or softcopy as appropriate), keeping them audit-ready at all times.
• Establish and maintain a register 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.   
• Establish and maintain supplier performance measurements and targets based on their contractual agreements.  Report to the Procurement Manager any supplier whose performance fails to meet the required standards, and operate within a clear policy of contract termination (including claiming liquidated damages where necessary) when needed.
• Keep up to date with the local market conditions, and trends to promote the efficiency of the procurement service.
• Establish and monitor the consistent update of standard market prices-Supply Price List- on essential supplies, and disseminate it accordingly to program in order to support them in forecasting the program budget expenditure.
• Provide an induction on Procurement practices regularly to new staff, and only at branches level.
• Provide the programs with the supplier performance evaluation report on a quarterly basis in order to enable them to formally report on the supplier performance based on the criteria “Delivered in full, in time, within specifications” (DIFOTIS),
• Update monthly the vendor database in order to add new and approved vendors and to reflect any decisions made regarding supplier performance and any related outcomes, thus to ensure vendor database only consists of good, and reliable suppliers. And update the blacklisted supplier.
• Ensure preparation and submission of weekly/monthly procurement status reports-Procurement Tracker-in order to engage/update the customers and other stakeholders.
• Keep track on all agreements with vendors and service providers as well as follow up on each FWA consumption.
• Ensure that Request for Purchase (RFP) Requisitions are only issued when accompanied by (i) Finance Section approval and (ii) full and detailed specifications provided by the User. For specific products where technical expertise within LRCS is not sufficient to specify and / or assess suppliers’ offerings, be ready to engage suitable technical specialist, engineers, project managers, inspection companies etc. to ensure best value is obtained for LRCS.
• Provide appropriate support to other Sector/Section managers, staff and volunteers in the effective use of the procurement process.
• Support various Sectors/Sections to set their technical specification related to their needs and budget planning to any items or request.
• Follow up on contracting problem related to the FWAs and contracts to reduce risk.
• Develop and maintain a contracts management system.
• Establish and maintain an up-to-date data base of all suppliers, establish a supplier pre-registration system and monitor effectiveness of ads placed in media to improve market response
• Maintain the standard operating procedures required for all LRC procurement services based on LRC and back donor requirements and in accordance with country and international laws. Monitor and audit operations to ensure on-going quality and performance compliance against defined targets and Key Performance Indicators (KPIs)
   

Strategic Roles and Responsibilities

• Participate and contribute to the overall LRC strategy planning and implementation process
• Ensure proper implementation of procurement plan in alignment with LRC’s overall strategy
• Monitor and improve implementation of procurement policies and procedures across HQ
• Develop sourcing strategies
• Track and report key functional metrics to reduce expenses and improve effectiveness
• Perform risk management for supply contracts and agreements
• Foster a culture of long-term saving on procurement costs

Function Specific Experience

• Professional work experience in procurement
• Varied supply chain / procurement functional background

Industry Related Experience

• Experience in similar volunteer-based organizations or humanitarian organizations is preferred
• Experience in NGOs/INGOs is an asset