Logistics & Procurement Assistant - Beirut

General functions: Under the overall guidance of the Head of Mission in Lebanon, and under the direct supervision of the Resource Management Officer (RMO) in Beirut, the incumbent shall be responsible for carrying out procurement and logistics functions in accordance with IOM’s regulations, rules and procedures. In particular, the incumbent will:   Assist in the planning, implementation, controlling and monitoring aspects related to procurement and logistical needs to support IOM’s humanitarian activities within the mission in Lebanon, including: organize and maintain systems/procedures for procurement, supply and contracting of goods/works/services, customs clearance, government paperwork, documentation, equipment up-grading, and fleet/drivers management. Ensure settling the bills of the utilities, mobile phones, landlines, and the internet in timely manner. Liaise with the RMO regarding procurement and service requests and requirements, to consolidate overall mission procurement requirements and optimize purchasing power. Responsible for planning procurement actions and analysis of procurement requests. Ensure that the Purchase Requisition Forms submitted to Procurement Unit are perfectly completed; regarding needful signatures, WBS/s and the final authorization of the RMO/CoM or on their behalf. Ensure that all Purchase Requisitions (PRs) and Purchase Orders (POs) are posted into PRISM FI accurately and on a timely manner to ensure that all procurement requests are captured in the system and commitments for various requirements are properly captured. Ensure with Finance Unit that appropriate funds are available for each purchase. Identification of service providers, evaluate vendors against performance, reliability, quality, price, delivery in respect of organizations’ best interests and donor mandates. Solicit and analyze bids for conformity to specified requirements, conduct supplier appraisals and select suppliers. Taking under consideration while conducting a bidding process, the value of money, quality, compatibility, payment method, warranty, after selling services, and the company profile / reputation. Make sure to get a suitable delivery period which meets the projects implementation schedule. Prepare the Purchase Orders / Contracts and ensure financial authorization is received from the Program Manager, RMO, CoM, and FPU/MAC according to Purchase Authorization Threshold. Follow-up on purchase orders status and keep customers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions. Ensure through established procedures, that all received goods/works/services are in accordance with the terms and specifications of the respective PO/Contracts. Ensure that the newly procured assets are registered in PRISM and assigned respective Assets Master Numbers. Ensure that the “Goods Receipt Notes” are acknowledged by the Requisitioner when the services/works are rendered and/or the goods are received. Liaise with the RMO to ensure payment terms are acceptable (if none standard). Ensure proper receipts are received when payment is conducted in cash. Conduct first review of vendor invoices to ensure compliance with POs/Contracts and goods/works/services received. Submit with supporting documentation Payment Requests to the Finance Unit to execute in-Mission Payments or Mission Payment Requests (MPR). Follow up with the Finance Unit to ensure that suppliers’ accounts are settled on time. Liaise with the RMO on issues/improvements required to ensure compliance with the financial regulations. Conduct and follow up the drivers daily movements. Coordinate, plan and oversee operation of transportation needs of the programs, developing and managing a fleet and the drivers for implementation of program activities. Setup a proper vehicle dispatch and tracking system. Ensure that all drivers are maintaining their logbook properly. Monitor the vehicles logbook’s on weekly basis. Conduct and follow up the fuel consumption of all the vehicles and to submit a monthly report to RMO. Responsible for the petty cash payments. Regular updating for Local Vendors database. Archiving system update and management with proper labels. Ensure that all procurement files are accurately documented and arranged for secure and systematic filing of all logistics related documents, contracts, etc. Undertake any other duties within the incumbent’s capabilities that might be assigned by the RMO or the CoM.