Procurement Coordinator

SAWA for Development and Aid is a Civil Society Organization founded initially as a spontaneous initiative in December 2011 to respond to the arrival of the first 40 Syrian families displaced from Syria into the North of Lebanon.

This initiative then grew to include individual activists, locals and internationals, who worked together (literally meaning ‘SAWA’ in Arabic) to share their knowledge and exchange their experiences in order to support Syrians, internally displaced or refugees in neighboring countries, united by their belief in their right to live in dignity, freedom, and to be active individuals in their communities and wherever they are.

SAWA sees itself as part and parcel of the society, and that it is on a continuous learning journey based on a participatory relationship at all levels with the communities that it works with, whether host or displaced, as well as with local and international partners.

SAWA believes that humanitarian, developmental, and civic work has to always strive to achieve social justice, and so it aims to work with individuals and communities through holistic interventions towards a society based on democracy, pluralism, and the values of citizenship and human rights. 

Objective of the Role:

The Procurement Coordinator is responsible for the efficient coordination of all procurement activities and the supervision of the procurement team in applying the procurement policies and procedures at SAWA. He/she provides oversight advice and guidance to managers and employees on procurement matters and best practices.

Essential Duties and Responsibilities:

•    Plans and coordinates the procurement activities of field requirements.
•    Verifies purchase requests to ensure that all necessary information is filled, clear and sufficient for procurement processing.
•    Distributes purchase requests among the team and handles related PRs.
•    Leads the process of issuing bids (RFB’s) and collection of quotations in transparent and accountable methods.
•    Supervises the bid matrix preparation, bid opening, committee meetings and selection of vendors.
•    Issues contracts for vendors with materials and/or services supply controlling all terms including delivery, receipt, warranty, damages, and insurance.
•    Issues purchase orders in a timely manner.
•    Administers the delivery process and follows up with vendors on the timely delivery of products and services.
•    Ensures products are received in accordance to SAWA and donor standards.
•    Runs the payments and reconciliation processes for all invoices related to procured materials and/or services and resolves value discrepancies.
•    Prepares and supports the preparation of procurement memos.
•    Prepares and maintains a database for the suppliers and price lists.
•    Ensures that all goods and service procurement actions conform to the best practices, donor’s rules and regulations, and Lebanese laws.
•    Procures products and services to project sites in compliance with project requirements.
•    Maintains a tracker of existing and forecasted procurements for the project and regularly updates it.
•    Update the Procurement Manual on a yearly basis.
•    Assists staff in creating clear and understandable purchase requests, as well as conduct training as frequently as needed.

Competencies and Skills:

•    Bachelor’s degree in Business studies, supply chain management, or any related field.
•    Minimum of five years of procurement experience.
•    Knowledge of procurement rules and regulations of International Organizations.
•    Understanding of the local market trends and supplier networks.
•    Understanding of non-profit associations.
•    Proficiency in MS Word and Excel.
•    Ability to integrate and work well within a team.
•    Strong time management skills and ability to cope with the pressure of demanding targets and tight deadlines.
•    High level of individual initiative, planning, and good judgment.
•    Excellent written and verbal communication skills in Arabic and English.
•    Excellent negotiation skills to close the most cost-effective deals and get the best value for money.
•    Strong analytical and decision-making skills.
•    Strong interpersonal skills with the ability to work collaboratively with internal and external stakeholders.