Supply Chain Assistant - Beirut

ROLE PURPOSE:

The Supply Chain Assistant will directly support the procurement and logistics functions and requirements as part of the supply chain management. This includes the management of the organization’s assets, procurement and logistics.

In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal job description and be able to vary working hours accordingly.

CHILD SAFEGUARDING:

Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position.

SCOPE OF ROLE:

Reports to: Supply Chain Officer

KEY AREAS OF ACCOUNTABILITY:

Procurement

• Make sure that 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.
• Make sure that all procurements process & documentation to be done through ProSave system (S2P).
• Make sure that 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.
• Facilitate procurement processes for single and simple quotation process in compliance with SCI and Donors manual and policies 
• Assure the implementation and follow up of Contracts and Framework agreements.
• Make sure that all procurement is carried out in accordance with appropriate Save the Children policies, standards, Country Procurement policy & manual and where required, donor rules.
• 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.
• Prepare weekly, monthly, and quarterly procurement status reports for all purchases.

Asset

• Coordinate with the Supply Chain officers in all field office to prepare all the necessary documents to record the asset’s details as per the procurement document and submit to the Supply Chain Officer-Beirut for assigning Asset ID Tag.
• Maintain a proper filing of all documents related to Assets.
• Assist Supply Chain officer in conducting the physical count of Beirut Country Office Assets.
• Consolidate all asset tracker from all field offices into one report.

Relationship Management

• Maintain positive working relationships with SCI colleagues, both program and Supply Chain 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.

External Relationships/Representation

• Assist Supply Chain Officer in conducting Market Assessment every 6 months to check the availability of supplies in the market and USD/LBP prices of goods/services.
• Assess the market regularly for new suppliers to supply the recurrent needs of activities/ projects.
• Register new suppliers on ProSave (Procurement online system) and do the proper vetting process.

General

• Focal point for ProSave (Procurement online system) in Lebanon Head Office.
• Ensure and analyse the Monthly Reports (Assets and Fleet) and share the narrative of the findings with the Supply Chain Officer.
• Make sure all procurement processes are documented and archived in soft and hard copies and are well organized and ready for internal/external audit reviews.

QUALIFICATIONS:

• Bachelor Degree in Business Administration or related fields.
• Fluency in written and spoken Arabic and English.

EXPERIENCE AND SKILLS:

• Minimum 1 year of experience in Procurement; preferably within a humanitarian context.
• Proficient in MS Office applications.
• Strong organization and negotiation skills.
• Detail Oriented.
• Ability to write reports and business correspondence.
• Good communication and influencing skills.
• Ability to communicate effectively with multi-level personnel as well as vendors and their representatives.
• Ability to work in and contribute to team building environment.

Desired

• Experience with Oracle, Source to Pay, Enterprise Resource Planning.
• Experience with Finance and Supply Chain business processes within Non- Governmental Organizations.

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures

Child Safeguarding

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse

Safeguarding our Staff

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures