Procurement Officer

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships. 

1. Role and responsibilities

The Procurement Officer is responsible for the day-to-day implementation of the Procurement procedures and for the effective delivery of procurement services in order to obtain the best value for money, through a collaborative, quality and results-oriented approach in accordance with the set policies and procedures, guidelines, and practices.

1.1 General Responsibilities

1. Ensure adherence and compliance with NRC policies, tools, handbooks and guidelines
2. Advise and support line managers and staff on procurement procedures, policies, and documents required.
3. Supervise the Procurement related staff, ensure their capacity building, and transfer key skills.
4. Prepare and develop periodic related reports on activities as required by management.
5. Ensure proper filing and archiving for all related procurement documents.
6. Promote and share ideas for improvement of the procurement function.
7. Establish and maintain a good professional working relationship with suppliers.
8. Conduct market surveys when necessary.
9. Ensure that NRC’s related activities are implemented within NRC’s Protection mainstreaming guidelines and report any breaches/concerns to the line manager and/or focal point for proper action.

    

1.2 Specific responsibilities:

• Implement NRC’s standard procurement practices and procedures, and maintain records for audit as per set standards.
• Prepare the required quotations, analyse the contents, provide recommendations, and prepare the Bid Analysis meeting including all relevant all information properly documented.
• Prepare request for quotations and invitations for bids as part of initiating new tenders.
• Draft the contract of purchase by paying attention to key clauses of the contract, context of contract, and value calculation to ensure its readiness for review and signing.
• Liaise and coordinate with the relevant parties regarding delivery of supplies and keep them informed of any changes in a timely manner.
• Support Logistics Coordinator to monitor implementation of procurement plans and act proactively to ensure program teams submit their procurement requests on timely manner as advised by the procurement plans.
• Identify and maintain an accurate and up-to-date supplier information database for the regularly purchased items.
• Ensure to remain updated on local market conditions and spread relevant information to all concerned parties when applicable.
• Track requisitions and ongoing procurements using the related tracking sheets and take corrective measures when necessary.
• Keep track of all contracts and long-term agreements related to NRC Lebanon operations.
• Manage each procurement in line with NRC and donor procurement procedures and rules, ensuring all the procedures are followed, documentation are completed, and authorisations are obtained accurately.
• Support, manage and provide capacity building of Procurement Assistant with daily tasks and activities.
• Follow up the payment process with Finance to ensure NRC fulfils its obligations to suppliers.
• Provide back-up and support when required to the Logistics team in non-procurement activities.
• Taking additional responsibilities or other tasks as assigned by line manager.

1.3 Critical interfaces

• Logistics Coordinator
• Procurement Team
• Finance Team
• NRC Lebanon Suppliers and Contractors

2. Competencies

2.1 Professional competencies

• Bachelor degree in business or any relevant field
• Minimum 2 years of experience in procurement and contracts management; preferably within a humanitarian context
• Proven knowledge and experience of international supply chain operations
• Proficient in MS Office applications
• Knowledge of ERP system.
• Proficient in Arabic and English, both written and spoken

2.2 Behavioral competencies

• Working with People
• Planning and Delivering Results
• Communicating with Impact and Respect
• Analysing
• Coping with Change
• Handling Insecure Environments