Procurement and Warehouse Officer- Beirut

CHILD SAFEGUARDING:

Level 1 – You will not have contact with children or young people.

ROLE PURPOSE:

To ensure that Procurement, Warehouse and Assets Management is done according Save the Children Quality Framework Logistics Standards and in line with the Country Logistics Manual in order to ensure efficient and timely delivery of goods/services to program and operational support teams. And to support the Logistics Coordinator with monthly reporting on Procurement & Warehousing.

SCOPE OF ROLE:

Reports to: Logistics Manager

Staff directly reporting to this position: None

KEY AREAS OF ACCOUNTABILITY:

Procurement:

• All procurement is carried out in accordance with appropriate Save the Children policies, standards, Country Logistics manual and where required, donor rules.
• All procurements carried out have clear specifications, are best value for money, transparent, accountable, subject to fair competition and are meeting agreed lead times and programme needs.
• No procurements are carried out without Budget Holder approval, either directly or as properly delegated.
• Suppliers are managed professionally, impartially and with no appearance of impropriety.
• Documentation demonstrating accountability for each order is filed appropriately.
• Convene and facilitate Procurement Committee meetings (CBA) for any procurement requiring quotations, as per SCI Lebanon procurement thresholds; obtain all required approvals.
• Assure the implementation and follow up of Contracts and Framework agreements.
• Receive and process invoices, process payment of suppliers for items delivered. Follow up the payment process with Finance to ensure SCI fulfils its obligations to suppliers.

Warehousing Management: 

• Alerting warehouse staff to the arrival of procured or donated goods ahead of their delivery and ensuring the appropriate accompanying paperwork is passed to warehouse staff to receive and inspect the goods
• Organizing transport arrangements between warehouses and to distribution locations, ensuring goods are transported in appropriate conditions according to their specific requirements and providing the appropriate documentation to accompany the transport.
• Ensuring all incoming and outgoing stock is managed according to the Warehousing and Stock Management Standard, Policy and the Country Logistics Manual.
• Ensuring all associated paperwork is completed and filed correctly so that there is a clear auditable trail for all stock movements
• Ensuring all goods are tracked by Description, Source of Funds (SOF) Code and Project Code
• Alerting Budget Holders/Program Managers when stocks are approaching minimum stock levels or perishable goods are approaching their expiry date, and carrying out any required destruction of stock
• Loading, offloading and stacking goods (additional staff may need to be hired for specific dispatches)

Warehouse Management: 

• Ensuring the appropriate storage and physical condition of stocks according to their specific requirements
• Ensuring access to warehouses is restricted to designated staff and other staff are only permitted to enter when accompanied by designated staff
• Ensuring warehouses are kept secure at all times and are maintained, clean, well-organized and pest free.

Asset Management:

• Assists the Logistics officer to ensure that all assets are recorded, managed and disposed of according to the SCI Asset Guidance within the SCI Finance Manual (section 5), with tasks including:.
• Tagging of all new assets
• Issuing and filing of all Asset ID cards, ensuring they are approved by the relevant Budget Holder
• Filing of all relevant documents associated to the assets (Asset ID cards, donation certificates, lost & theft reports, repair forms, etc)
• Ensuring damaged or broken assets are reported and filing of all Repairs/Return Requests
• Ensure lost or stolen assets are reported and filing of lost & theft reports

Relationship management

• Ensure/maintain positive working relationships with SCI colleagues, both program and logistics staff
• Communicate effectively the status on procurement via weekly tracker update and responding to any inquiries.
• Be proactive in advising program staff of delivery schedules, any pending decisions to be made about procurement, product specifications, and grant end dates
• Capacity building of Procurement & Warehouse Assistant(s).

Reporting and Administration

• Assure the Procurement Tracker is updated.
• Assure the TIM Warehouse system is updated.
• Assure the Supplier database is updated;
• Ensure that Procurement & Warehousing hard and soft archiving is up to date and backups of key documents are kept.
• Support the Logistics Coordinator on the Monthly Logistics SitRep.

QUALIFICATIONS AND EXPERIENCE AND ATTRIBUTES

• Minimum 2 years of relevant procurement/logistics work experience
• Bachelor Degree in Business Management, Accounting, Finance or any related field.
• Fluency in written and spoken English and Arabic.
• Highly computer literate, particularly with Excel 
• Ability to write reports.