PROJECT PROCUREMENT AND FINANCE OFFICER

A. ORGANIZATION AND PROJECT BACKGROUND

The World Rehabilitation Fund, Inc. (WRF) is an international humanitarian non-profit organization headquartered in New York with a mission “To enable individuals around the world with functional limitations and participation restrictions achieve community and social integration through physical and socioeconomic rehabilitation and advocacy and to prevent disability and reduce disadvantage”.

In Lebanon, the programs of WRF started in the early 1980s, and continue, to support governmental, civil society, and professional nation-wide and community-based efforts to enhance the prevention of disabilities, and to address the protection, rehabilitation, and inclusion needs of persons with disabilities. This continues through direct provision of assistance services, capacity building of all concerned, development of policies and systems, advocacy, and resource mobilization.

WRF believes that all people, regardless of disability, have the right to participate fully in their communities, to attain education and viable employment. WRF/Lebanon is implementing a Project titled “Filling Assistance Gaps in Basic Rehabilitation Services for Refugees from Syria with Disabilities and Their Peers in Host Communities in Lebanon”.

B. JOB PURPOSE:

The Procurement and Finance Officer (PFO) will serve as a member of a Team in charge of implementing an assistance project (Project) (note section A above) targeting persons with disabilities in Lebanon. The main role of the PFO is to: (i) review procurement policies and procedures and identify project procurement needs; (ii) prepare and process procurement requests; (iii) identify available suppliers and obtain price offers; (iv) finalize procurement contracts; (v) monitor delivery of goods and services; (vi) follow up on payments for what is procured; (vii) document procurement processes and decisions; (viii) ensure compliance with procurement policies and procedures and donor guidelines; (ix) collect and organize supporting documents; and (x) make recommendations for upgrading procurement policies and procedures in line with requirements set by funding entities, lessons learned, and contextual developments.

In addition, the PFO will: (i) Document project procurement payments; (ii) track and ensure that procurement expenditures are within assigned project budget; (iii) collect and organize financial supporting documents; (iv) assist in identifying and resolving invoicing issues, accounting discrepancies and other financial related issues; (v) assist in preparing financial statements and reports; (vi) assist with audits, and (vii) assist in reporting to WRF Head Office and donors as required.

The PFO will work under the leadership of the Operations Director of the Project.

C. KEY TASKS:

Assessments and Planning:

• Conducting desk reviews of relevant procurement needs and services for Persons with Disabilities (PWDs) in Lebanon; and on available assessments, surveys, and reports on PWDs; and past and current interventions and programs.
• Developing procurement policies and plans; and assisting in developing assistance response plans based on Project targets, indicators, deliverables, priorities, and selection criteria.

Project Procurement:

• Finalizing procurement details and drafting quotation requests or itemized order lists.
• Supporting in the capacity assessment of suppliers and service providers.
• Receiving and organizing price offers and quotations, and preparing selection matrices.
• Negotiating and following up with suppliers and service providers.
• Supporting in decision making on most favorable offers.
• Supporting in preparing and placing orders and/or agreements.
• Supporting in the verification of delivered items to corresponding partners and/or beneficiaries and in collecting related delivery documents.
• Documenting all the procurement processes.
• Ensuring documentation of project operations payments.
• Tracking procurement processes based on procurement plans and providing timely and relevant information to the M&E team.
• Maintaining a dynamic database of all procurements made and all assisted beneficiaries as per Project management needs.
• Assisting the M&E team in monitoring procurement targets and deliverables.
• Reporting regularly and as needed on progress and challenges, and recommending corrective action whenever needed.

Project Finance:

Taking responsibilities as per the directives of Project management in relation to:

• Tracking and ensuring that Project expenditures are in line with approved budget.
• Ensuring documented budget clearances as per Project management processes.
• Supporting the development of as needed internal financial reports.

Project Implementation:

• Liaising and coordinating with the Project partners and stakeholders to foster good working relationships with all concerned.
• Carrying out any other duties as requested by the Project management as may be needed and appropriate.

D. QUALIFICATIONS AND REQUIREMENTS:

• A university degree (BSc or Master Level) in Management, Economics, Finance
• A background in Physical or Occupational therapy or in a rehabilitation related field with procurement experience is desirable.
• At least three years of working experience with emphasis on procurement; experience with procurement of rehabilitation aids and supplies is a plus.
• Advanced computer skills in EXCEL
• Data analysis skills, and aptitude in working with numbers and spreadsheets.
• General computer skills, particularly in word processing; and general IT support skills
• Knowledge in SPSS and/or Access (Data management, analysis) would be an asset
• Knowledge of procurement requirements of major donor agencies such as USAID, PRM, EU and UN agencies would be an asset.
• Negotiations and networking capabilities.
• Ability to work under pressure with tight deadlines.
• Good communication skills, teamwork spirit, and ability to establish and maintain positive working relations.
• Readiness and fitness for frequent travel to different regions in Lebanon with a valid driving license.
• Strong report writing skills, and good verbal and written command of Arabic and English
• Experience in Humanitarian and emergency assistance projects is desirable.
• Work experience with international NGOs would be an asset.