Log Assistant/Procurement -Part time

Terre des hommes-Lausanne is seeking a qualified Log Assistant/Procurement – Tyre location.

In local contexts, the Log Assistant/Procurement supports the Logistics Officer in the planning, implementation and follow-up of procurements. He/She provides support and recommendations to improve the efficiency of the purchasing process at mission level.

Job Duties & Responsibilities

Procurement planning and strategy:

• In view of the Procurement Plans, recommends procurement strategies to improve efficiency at mission level: grouping of purchases, framework agreements
• Assist in capitalization and update of procurement data, using the dedicated tools (suppliers list, price list, procurement validation follow-up)

Procurement validation:

• Is the focal point in the Logistics department to follow-up and circulate information on the validation of procurement files, between the different departments at Coordination and with Field and Logistic Officer.
• Checks all procurement files received for validation, verifying that the provided documentation is complete and correct
• Verifies compliance of the procurement files with regards to internal Procurement Procedures and Donors guidelines
• Liaises with the Field teams if issues are identified in the received procurement files, in order to complete and/or correct the required documentation

STOCK MONITORING

• Responsible for management and movement of the stock according to TDH warehouse and Stock Management Procedure
• Support the logistics Supervisor in maintaining, updating and communicating the documentation process for monitoring the in and out of the stock movement.

Purchases at coordination level:

• Supports in identifying and quantifying the needs for centralized purchases, in coordination with the teams.
• Assist in managing procurements centralized at coordination level for the team, in line with internal and donors regulations, and dispatches the purchased goods
• Supports the Logistics Officer for the implementation of market studies and large procurement procedures at mission level (Call for Tenders, Call for Expression of Interest
• In coordination with Admin Assistant, ensures timely payments to vendors according to Tdh guidelines and policies
• Deal with orders and service contracts according to the established rules
• Organise the different stages in purchasing goods and services: orders, tracking, taking delivery, any customs clearance, conformity checks 
• Ensure purchasing logistics procedures are followed.

Internal and external audits:

• Supports the Logistics Officer in the preparation of external audits,

Archiving and reporting:

Ensures archiving of validated procurement files and contractual documents at Coordination level, in compliance with tdh guidelines.

Organisational Policies:

• Respect the Tdh’s Global Code of Conduct (GCD), Child Safeguarding Policy (CSP), Prevention from Sexual Exploitation and Abuse Policy (PSEA) and Policy on Gender and Diversity and its principles of child protection, ensuring the policy’s implementation and prompt notification of the CSP/PSEA Focal Point with any information regarding potential breaches of the policy
• Is aware of, abide by and promote the practices and values set out in all other Tdh policies and procedures such as the Internal Regulations, Standard Operating Procedures and other policies
• Undertake all other duties that may be requested by the line-manager and that are compatible with the job

Job Requirements:

• Academic Background: Diploma/University degree in logistics, procurement, finance, business management or a related field
• Experience: preferably minimum 2 years’ experience in procurement, preferably in an NGO

• Professional competencies:
  • Good knowledge of procurement standards and donors guidelines, and of the Lebanese purchasing environment.
  • Valid driving license (minimum 1 year)
• Organizational competencies:
• Self-management
• Good level Communication and interaction
• Team spirit
• Mission oriented.
• Respect for the institutional Framework
• Innovation & Development
• Good Monitoring & Reporting
• Languages : Arabic and English 
• Computer skills: Microsoft Office.

Tdh Foundation, Lausanne has a zero tolerance to Sexual Exploitation and Abuse of beneficiaries.  Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility and all staff are required to adhere to the Code of Conduct, that enshrines principles of PSEA, always (both during work hours and outside work hours).  Familiarization with, and adherence to, the Code of Conduct is an essential requirement of all staff.