Senior Procurement Officer (National Contract)

    Job Title: Senior procurement OFFICER

Duty Station: Zahle with travel to field offices as required

Responsible for: Implementation of low-to-high-level WeWorld procurement procedures including national and international tendering.

MAIN DUTIES AND RESPONSIBILITIES:

REPORTING AND LINE MANAGEMENT

• Line managed by Country Procurement and Logistics Manager.
• Reports on weekly basis during procurement & logistics team meeting and via management tools.

TEAM MANAGEMENT AND COORDINATION

• Coordination of work with Country Procurement and Logistics Manager and procurement and logistics officers.
• Coordinate with finance to ensure correct payment terms and schedules are respected for supplier payments.
• Responsible for coordination between program teams to ensure supply chain is highly functioning and efficient.
• No people management.

PROCUREMENT

• Ensures strict application and respect of WeWorld and donors procurement procedures and guidelines.
• Ensure compliance with procurement procedures across WeWorld mission and mitigate instances of fraud, collusion, and conflict of interest.
• Responsible for registration of PRs in PRFU and creation of procurement archiving folders for purchase he/she oversees.
• In charge of conducting small purchases (below 10.000 EUR) in collaboration with Project Focal Points in the base where based (in charge of the whole process from PR registration to archiving and submission of payment request).
• Responsible for independently implementing high-level procurement procedures (above 10.000 EUR) - communication with suppliers, preparation of Tender Dossiers, evaluation reports, contracts, payment requests, archiving.
• Updating the Project Procurement Plans on ongoing basis.
• Monthly participation to the Project Procurement Plans reviews’ meetings with PMs and CLM.
• Archiving procurement documents for conducted purchases (both hardcopies and electronic archives).
• Providing support to Proc & Log Manager during audits (document controlling, document preparation).
• Revision of digital procurement archives on SharePoint.
• Input procurement data for Interim and final procurement reports in accordance with donor needs.
• Writing of high-level Supply, Service, Works and Framework Contracts.
• Preparation and controlling of submission of Purchase Orders within FWAs.
• Responsible for extensive Contract management and follow up including execution of complex supply, works and service contracts.
• Fill in the contract follow up tool and keep it up to date.
• Develop comprehensive and high-level procurement documentation including tender documents and manage supplier selection process.
• Conducting market assessments.
• Controlling the supplier database on ongoing basis and updating it (e.g. supplier performance).
• Ensure procurement documents and files are archived and organized according to Archiving Guidelines to ensure effective organization and compliance for audits and reviews.
• Prepare other reports for project needs as requested.

REQUIRED QUALIFICATIONS

• Bachelor's degree in a relevant field like business or supply chain management, a minimum of 5-7 years of procurement experience, and strong skills in negotiation, communication, and analytical thinking.
• Previous experience in NGO highly appreciated, previous experience with associations as well.
• Previous experience in an international context appreciated.
• Good knowledge of the social and economic Lebanese context and the Lebanese market
• Language of work: Arabic and English
• Excellent writing skills in Arabic and English
• Quality required:
  • Excellent team spirit and coordination skills.
  • Dedicated and able to resist stress.
  • Highly organized and able to manage several tasks in parallel.
  • Initiative spirit mandatory and high level of communication.