Purchase Officer/Storekeeper_North Lebanon

MISSION

Goal/Purpose:

He/she carries out the purchases for the programs and structure for his/her assigned base. He/she is one of the guarantors for implementing and respecting Solidarités International purchase procedures. He/she is responsible for filing and archiving logistics documents linked to purchases.

He/she manages the receipt, storage, safe-keeping and delivery of food, goods, tools and equipment used by Solidarités International or under the responsibility of Solidarités International.

JOB

List of main activities:

Knowledge and monitoring of the market:

• Take part in the analysis of the local purchasing environment
• Update price lists and supplier files

Implementation of purchasing process:

• Receive and process requests for quotes and IOFs after verification and approval by his/her line manager
• Implement purchases while respecting the rules and approval  procedures established by donors and Solidarités International
• Ensure that products purchased correspond to the requirements of the purchase officer's requirements in terms of quantity and quality
• Ensure that the format of, and information on quotes and invoices comply with regulations
• Ensure compliance with administrative procedures for the management of advances and payment of suppliers
• Establish and archive purchasing files in accordance with the rules of Solidarités International and its donors
• Monitor and update IOFs electronically

Maintenance of buildings, storage spaces and stored equipment

• Monitor the storage facilities and infrastructure both from inside and outside: locate damages and propose the necessary repairs
• Supervise cleaning and regular disinfection of storage spaces
• Introduce protection against insects and pests inside the storage spaces and apply treatment upon the first sign of infection
• Ensure adequate ventilation of the spaces
• Ensure the equipment and machines used by teams are cleaned before returning to storage
• Monitor the quality of products at the time of receipt. Put aside non-compliant or infected products and report to the logistics officer
• Regularly monitor the quality of products during storage. Pay special attention to expiration dates

Management of storage spaces

• Supervise the team of daily workers charged with storage activities
• Complete dispatch and receipt documents in compliance with Solidarités International standards
• Maintain updated inventory lists
• Participate in monthly stored goods inventories and reconciliation with what should be in stock

Reporting/Capitalization:

• Ensure the compilation of price lists and suppliers
• Ensure the monitoring of IOF requests and inform purchase officers of the status of their orders
• Participate in the drafting of activity and inventory reports

The above list is a non-exhaustive one, nor limitative.

The Store Keeper may be asked to drive SI cars and respecting the driving policies set by the logistic department and attached to this document.

The Store Keeper could be asked to cover other responsibilities and tasks within the framework of his/her job on demand of the the Fleet Manager/Log Manager.

ORG CHART POSITION (reporting and functional relationships)

Line manager: deputy logistics manager/ Logistics manager

Line Report(s) [on Base]: -

Functional Manager: -

Functional Report(s): -