- Support the drafting of Procurement Plans, in line with internal and donors’ guidelines;
- Verify that the procurement plan matches actual procurement implementation and forecast, and update them as necessary;
- Consolidate and share updated Procurement Plans as required;
- In view of the Procurement Plans, recommend procurement strategies to improve efficiency at mission level: grouping of purchases, framework agreements, etc.;
- Capitalize, regularly update, and share procurement data, using the dedicated tools (suppliers list, price list, procurement validation follow-up, etc.).
- Handle, coordinate, and follow up on Office needs from utilities, equipment, supplies, and stationery
- Be the focal point in the Logistics department to follow-up and circulate information on the validation of procurement files, between the different departments at programs and support teams;
- Check all procurement files received for validation, and verify that the provided documentation is complete and correct;
- Verify the compliance of the procurement files with regards to internal Procurement Procedures and Donors guidelines;
- Liaise with the department teams if issues are identified in the received procurement files, in order to complete and/or correct the required documentation.
- Support in identifying and quantifying the needs for centralized purchases, in coordination with the departments’ teams;
- Establish, support, and follow up on a movement plan
- Draft contracts, service contracts, suppliers’ contracts for review;
- Support the implementation of market studies and large procurement procedures at mission level (Call for Tenders, Call for Expression of Interest, etc.);
- Review and submit purchase files requiring payment for the finance department;
- Follow up on basic related IT issues and needs (Laptops, printers, maintaining a working external and internal network, following up with the IT services suppliers)
- Manage and report on a monthly basis the inventory of SAMS’ offices;
- Manage and report on a monthly basis the inventory of SAMS’ warehouses;
- Support in preparing for internal and external audits;
- Lead on archiving and ensure soft and hard copies are in line with internal and donors’ guidelines;
- Lead on all logistics in coordination with other departments related to medical missions in Lebanon;
- Maintain good archiving of all related medical missions’ logistics documents, suppliers, transportation etc...
- Ensure confidentiality of all correspondence, information and operations;
- Any other requested tasks as needed.
- Desired Education and Essential Skills
- University/Baccalaureate degree in related field required such as Business management.
- Two to three years of relevant work experience in procurement and logistics - preferably with international NGOs and/or community-based organizations.
- Excellent verbal and written communication skills, including drafting project proposals and reports.
- Ability to work in a professional and cordial manner with fellow staff members, visitors, partner institutions, and the general public
- A multi-tasker with strong ability to work under pressure
- Flexibility, creativity, and the ability to maintain a rapid and demanding pace of work
- Ability to prioritize work, meet deadlines and produce quality results on time with attention to detail.
- Advanced listening skills ability
Languages
- Fluency written and spoken English and Arabic
Intervention Sectors
Human Rights & Protection
Location
- Lebanon
- Beirut
- Beirut
Application Deadline
Organisation
Salary Range
1200 to 1500 (USD)
Contract Type
Full Time
Application Submission Guidelines
Candidates who are interested to apply for this position are required to place in the subject of the email: "OPERATIONS' OFFICER".
Application recieved without mentioning "OPERATIONS' OFFICER" in the subject would be disregarded.
Requires a Cover Letter?
Yes
Experience Requirements
2 to 3 years
Education Degree
Bachelor Degree
Arabic
Fluent
English
Fluent
French
None
Hide guidelines for wrong answers
No