Procurement Assistant - Generic advertisement

CARE is a leading relief and development non-governmental organization fighting global poverty. Established in 1946, it is now a confederation composed of 14 members and 4 affiliates. In 2016, CARE worked in 84 countries around the world, supporting development and humanitarian aid projects to reach more than 83 million people. While CARE is a large international organization with more than 11,000 employees worldwide, we have a strong local presence: 95% of our staff are nationals of the countries where our programs are run.

This position works under the Country Supply Chain Manager and is responsible for ensuring the timely and effective procurement for country programs and Beirut office

JOB RESPONSIBILITY 1: Procurement Management 

• Work closely with emergency staff to prepare and update on procurement requests, provide guidance and input to emergency staff on the feasibility and allowability of procurement
• Preparing plans for the purchase of equipment, services, and supplies for all emergency request.
• Issuing call request for quotations/proposals, manage the distribution of the RFQ/RFP with vendors, submission of quotes, facilitate and lead on opening and evaluation of quotes. Ensure compliance with CIL and donor rules and regulations. Prepare Summary bid analysis, award decision justification, and obtain CIL and C-F approvals where applicable. Issue contracts and ensure compliance to CIL, donor, and Lebanese Government compliance.
• Ensuring timely and accurate procurement of all goods according to approved budget lines
• Maintain a 100% accuracy of the Supply chain Trackers (Procurement plan, invoices, PR, Payments. etc.)
• Assist in maintaining and updating supplier information such as qualifications, delivery times, product ranges, etc.
• Update and maintain a clean and monthly PACK Log and ensure all program teams have access to it and have the knowhow to read it and use it
• Update the procurement tracker and procurement plan
• Review requests submitted by emergency staff and issue requests for payments upon mission \tasks\ service accomplishments are received from service provider.
• Ensure the proper collection and archiving of new vendors files

Maintaining procurement information management filing system for contracts and expenditures.

• Ensure compliance with CIL and donor procedures (SOPs) and procurement guidelines, ensures that all staff are well informed and knowledgeable about the relevant donor guidelines

JOB RESPONSIBILITY 2: Reporting and communication 

• Communicate timely and appropriately with vendors
• Maintain a high level of coordination with finance and program teams to ensure all have accurate and timely access to information
• Prepare, update, consolidate and present procurement section of the bi-weekly meeting minutes
• Actively participate to the weekly meeting minute
• Monitor KPI on the procurement tracker and communicate monthly on progress
• Assist the CIL finance department in case of audit for Procurement related questions

Skills & Knowledge:

• Experience in a similar role working in procurement and logistics functions, with knowledge of major donors’ guidelines (e.g. ECHO, EU, DFID, DevCo, BPRM, USAID, DFAT, and other).
• Extensive knowledge in computer literacy, and excellent documentation and communication (oral and written) skills are essential
• Extensive experience interacting with and relating to gender professionals and international stakeholders at senior level.
• Team player with strong interpersonal skills, with the ability to build strong internal relationships and networks.
• Motivated self-starter who enjoys working in a collaborative and international environment

Experience:

At least   1-3  years of relevant experience, especially at NGOs, academic organizations, standard-setting bodies, public agencies.

Academic background

Minimum Bachelor’s degree – Master’s degree is optional

Languages:

English and/ or Arabic are the working language of CARE International in Lebanon.

Knowledge of other languages is an asset.

PSEA and Save Guarding Child policy

CARE International in Lebanon is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender identity, national origin, veteran or disability status.

CARE International in Lebanon and its employees and stakeholders abide by the CARE International Protection from Sexual Exploitation and Abuse (PSEA) and Child Safeguarding Policies.