Procurement Officer

Duties & Responsibilities: 

Objective 1: Ensure proper implementation of mission Procurement activities (50%)

Tasks

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

Accepts/Receives Procurement Requests (PR) coming from different offices for processing.

Ensure the requests correspond with some of the actualized Procurement Plans

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

Prepare tendering documents (Single Offer, Request for Quotations, Invitation to Bid, 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

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 LTA

Collect data on the market and local suppliers, to ensure adequate pricing of goods and services, and minimum quality and ethics standards.

Keep the relation with all suppliers, ensuring the highest standards of professionalism in the benefit of TDH IT Lebanon Delegation.

Prepared and filed all supporting documentation according to donor/s and TDH IT procedures

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: Quality check and Stock Follow Up (35%)

Tasks

Receive the goods and services ordered, proceed with the quality and quantity check, signing the Reception Notes ensuring that the goods/works/services received complies with the technical specifications of the procurement.

Receive and process the Stock Release Orders. Create Delivery Notes

Update the Stock Follow Up for every good received/deliver.

Respect the TDH IT warehouse management guidelines and assure its implementation. Co-Responsible of assuring that;

Warehouse fits with TDH minimum standards (clean, dry, properly lit, well organized, areas identified, goods on pallets…)

The access is restricted to the staff with responsibility over the stock, and security is implemented.

All items are identified by their PR reference on the RN, stock card, SRO, loss reports, DN, …

Goods are stored by batch number/expiry date and expiry date are monitored

Pest control is in place

Objective 3: Produce and maintain the Procurement and Stock Processes Archive (15%)

Tasks

Complete the Purchase Dossier with all the relevant information according to the TDH IT procedures for each procurement.

Keep a clean and organized archive of the produced documents in accordance with TDH IT guidelines

Scan a copy of the every Purchase Dossier and update them in SharePoint

Objective 4: Security

Tasks

Respect the security rules specified in 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 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.