Procurement & Logistics Officer

Anti-Racism Movement (ARM) is a non-governmental organization working to dismantle systemic racism and achieve social, economic, and gender justice for migrant workers and racialized groups in Lebanon since 2011. Migrant Community Center (MCC) is a safer space for migrants living under Kafala. MCC works with migrant domestic workers to improve their living and working conditions and build their capacities to self-advocate for their rights as agents and leaders of change. Its programs include community-building, capacity-building, psychosocial wellbeing, community-led initiatives, and advocacy.

Role Profile

                                                    Comprehensive Information

Position: Procurement & Logistics Officer

Employer: Anti-Racism Movement (ARM)

Department: Management      

Reporting to: Executive Director (ED)

Location: ARM with regular visits to all offices

Working Hours: 40 hours per week

Contract Type: Fixed Term Contract

Job Purpose

The Procurement & Logistics Officer is responsible for the management of logistics, and the timely procurement and delivery of quality goods and services at competitive prices.

Areas of Contribution & Related Accountabilities

The jobholder’s responsibilities include:

Procurement

• Prepare, coordinate, and implement procurement plans for all ARM and MCC offices in compliance with donor requirements and ARM standards.
• Coordinate the reception, and evaluation of quotations, or proposals for goods or services.
• Ensure the quality of goods upon delivery complies with the requirements submitted to the supplier.
• Ensure timely, efficient and effective procurement of goods, services and works, while strictly adhering to the procurement policy and other relevant ARM policies.
• Establish the specifications of goods and services required by the organization, in collaboration with the relevant departments while ensuring the quality of purchased goods and services.
• Negotiate the best deals for pricing and supply contracts.
• Review and analyze all suppliers, quality, and price options while maintaining transparency of the process.
• Prepare supplier contracts and purchase orders and submit for management approval.
• Source in-kind donations where possible.

Equipment Management & Office Maintenance

• Supervise allocation and adequate use of equipment for all users by handling the assets receipt form.
• Ensuring office supply needs are met (food, water, stationery, office furniture, etc.)
• Manage the first aid kits, and extinguishers in the office.
• Label all equipment with its proper codification and ensure proper storage.
• Perform monthly inventories of all assets with the support of relevant departments.
• Handle the office maintenance (follow up on issues related to electricity, generator, renovation, ACs, etc…)

Logistics

• Prepare and manage contracts in coordination with the ED for their legality and ensure proper authorization in accordance with organization policy.
• Ensure sound partnerships with suppliers maintaining responsiveness and positive communication.
• Take care of logistical needs of staff (e.g. taxi services, supermarket) and events (e.g. hiring bus, booking a space, preparing the space before the event…)
• Work with team members to complete duties as needed.

Reporting & Security

• Share regular updates with the team on the overall security situation through the creation of an information network and the permanent information collection from different sources.
• Submit weekly planning of tasks.
• Submit the monthly logistics report.
• Maintain and update a list of suppliers and their qualifications, delivery times, and potential future development.
• Maintain proper filing and records for all procurement processes, purchase orders and all correspondences relating to the procurements.

Accounting & Human Resources

• Submit procurement documents, contracts and invoices for payment processing.
• Ensure accountability, transparency and due diligence as per ARM Principles and Code of Conduct.

Communications & Work Relationships

Internal Communication

• Regular contact with ED
• Regular contact with Accounting Manager
• Regular Contact with HR Coordinator
• Regular contact with Managers

External Communication

• Regular contact with suppliers of goods and services

Framework, Boundaries, and Decision Making Authority

The jobholder has the authority to make informed decisions on possible solutions and take necessary actions, in consultation with the ED

Knowledge, Skills and Abilities

• Bachelor’s degree in business administration, accounting, or related field is desirable
• Solid knowledge and understanding of procurement processes, policies, best practices, and systems
• Experience required: 2-3 years in procurement, logistics, or closely related areas
• Excellent command of written and spoken Arabic & English
• Excellent Microsoft Office Skills, especially Microsoft Excel
• Ability to analyze problems and strategize for better solutions
• Ability to negotiate, establish, and administer contracts
• Ability to multitask, prioritize, and manage time efficiently
• Accurate and precise attention to detail
• Ability to work well with management and staff at all levels
• Goal-oriented, organized team player