Logistic and Procurement Officer

Submission Guidelines: Only shortlisted applications will be contacted and invited to an official interview  (including test). Please download the first set of questions to fill then send it with your Curriculum Vitae (maximum three pages) and Motivation Letter (indicating at least three references) to:  recruitment.lebanon@tdhitaly.org.

Please, note that no application will be considered if the subject of the email doesn’t report the Applications without Cover Letter and without mentioning the following code will not be considered.

Provided code: TDHIT_BKK_LPO006

The recruitment is on rolling basis and the organization reserve the right to recruit the suitable person before the deadline. 

Department general objective:

Perform logistics operations within a variety of fields to ensure a timely, cost-efficient and uninterrupted supply of goods and services, in the safest way, to meet the program’s needs

Position general objectives:

• The Logistics & Procurement Officer is responsible for the plan and the implementation of the logistics support activities and office management, the supervision of fleet, communication and IT activities, and the Equipment management, for the appointed office, assuring a proper Archiving of the dossiers. His/her main objective is to ensure the welfare of the staff and assure the means to perform in timely, cost-efficient and uninterrupted way all the TDH activities.
• The Logistic & Procurement Officer is responsible for proper implementation of purchase activities from the request to the delivery, and for proper archiving of the procurement dossier. His/her main objective is to assess the market and initialize the procurement processes, producing the correct documentation to release the payment to the suppliers.

Position general abilities/skills required:

• He/she will need to ensure the proper functioning of the Log Support activities, so he/she would need the ability to quickly integrate in his/her team, and to understand TDH Lebanon´s working environment.
• He/she need to ensure performance of the support and supply chapters regarding costs, quality and timeliness (planning, budgeting, acquiring, delivering) throughout his/her area of operations.
• Organized and rigorous, to be able to follow up on the situation of the Log support chapters at any given time for the assigned TDH Office.
• Efficient communication and negotiation skills are required, and the ability to be one step forward in every occasion the logistics could be involve.

Position specific objectives and tasks:

Objective 1: Ensure proper implementation of TDH IT Office Log & Procurement activities (50%)

Tasks

• Understand TDH policies and values, and assure the log department works under them. 

• Understand TDH procurement policies and procedures, including the thresholds and procedures for each market.

• Participate in the internal logistics performance evaluation. Interiorize the Logistic Strategy and push for its accomplishment.

• Create Procurement Requests (PR) and negotiate with the procurement section delivery times and stock’s needs.

• Accepts/Receives Procurement Requests (PR) coming from different departments in his/her office for processing

• Ensure the correct signatures are obtained according to the threshold amounts; request technical specifications when needed.

• Prepare tendering documents (Single Offer, Request for Quotations,  Open/Restricted National/International Tender) for all materials, equipment, works and services ordered for the projects in a cost-effective and transparent manner in line with TDH IT and donor/s specific policies

• Create and maintain a good supplier relationship, in coordination with the Supply Chain Manager, providing the kind of experience that have been encountered during the transaction with them for future reference.

• Directly manage and plan the activities of the Logistics staff under his/her supervision

• Update the Supply Chain Manager about the status of the request from the start of the procurement till the time of delivery of the item/s

• Insert all the information about every procurements when its situation change on the Procurement Follow-Up (PFU) form,

• Create Purchase Orders (PO) and obtain the correct signatures as required by the threshold amounts. Ensure the proper documents are sent to admin for them to release the payment.

• Update the Contract Follow Up with every PO related to an FWA

• Ensure the proper Fleet management in the office and create the Cost follow up. 

• Bring immediately to the attention of Log Coordinator any evidence of fraud, waste, abuse, or any illegal or suspicious activity with any supplier, vendor, contractor, or anyone part of the procurement process within or outside of TDH.

Objective 2: Ensure the proper Equipment management & office maintenance (25%)

Tasks

• Ensure an optimal state, proper maintenance and repair for equipment (computers, printers, photocopy machines etc).

• Keep the Office Equipment list up to date.

• Label all equipment with its proper codification and ensure proper storage.

• Manage and control the stock of office stationery supplies.

• Supervise allocation and adequate use of equipment for all users by filling up the material loan form.

• Check, that antivirus is up-dated and that backups are made for all computers.

• Ensure that office premises, guesthouses, and warehouses are in optimal conditions (cleaned and maintained)

• Supervise office services when needed.

• Provide necessary support to warehouse/store keeper to ensure reports are accurate and up to date.

• Manage equipment according to internal and donors’ guidelines

• Ensure the correct and documented transfer of equipment on completion of projects

Objective 3: Ensure/Produce the correct implementation and update of every Logistics Archive according to TDH IT procedures. (35%)

Tasks

• Ensure that all supporting documentation is prepared and filed according to donor/s and TDH IT procedures

• Request to the programs team all the necessary attachments (such as request letters, External Reception and Delivery notes, verification sources, pictures before/after, attendance list, etc) both in paper and electronic format

• Maintain a scanned copy of the log archives with the relevant signatures and store it safely. Ensure backup copies are done.

Objective 4: Security

Tasks

• Respect the security rules specified in the security plan, assure that the team under his/her responsibility complies with the security plan and perform the security management tasks that can be assigned in its protocols.

• Communicate to the security Officers of the working location any security related information or noncompliance with the security plan

Objective 5 : Support humanitarian activities of Terre des Hommes

• Support the emergency interventions of the organization as per the employee’s abilities.

• Support any activity that helps reaching our humanitarian goals, as per the employee’s abilities.

Knowledge and experience require:

Training/ Education:

College Graduate

Technical specific knowledge:

Procurement, Security, Fleet,  Equipment and Office Management

Previous experience:

Desirable in Logistics, Procurement processes, IT and Communications.

Humanitarian sector knowledge:

Yes

Terre des Hommes Italy knowledge:

a plus

Languages:

Fluent in written and spoken English and Arabic.

IT and specific systems:

Proven experience in excel, MS Word and corporative email application.

Mobility (national/ international)

National