Procurement Assistant

1. Purpose

CARE established its presence in Lebanon in 2006 and has been responding to the Syrian crisis since late 2012. One of CARE’s key imperatives is to place the people it serves at the center of its interventions by delivering high-quality, innovative programming in the areas where it operates.

CARE Lebanon currently implements activities across Beirut, Mount Lebanon, Akkar, North Lebanon, South Lebanon, and the Beqaa Valley. The organization delivers both emergency and development programs in the sectors of livelihoods, food security, protection, gender, shelter, and water, sanitation, and hygiene (WASH). CARE targets the most vulnerable populations, including both host communities and refugees, and has supported more than half a million beneficiaries over the past seven years.

In the coming years, CARE Lebanon’s strategy will focus on strengthening and expanding its emergency response capacity to provide essential assistance, while continuing to implement sustainable development programs in food security, livelihoods, gender, and protection. CARE intends to maintain its operational presence across all regions of Lebanon.

Over the past few years, CARE Lebanon has experienced significant growth and currently employs approximately 90 staff members, working in collaboration with more than 15 local and international partner organizations. The majority of the team (approximately 90%) consists of national staff, supported by a limited number of international staff members.

2. Reporting Lines
Supply Chain Manager

3. Organizational Relationship

The Procurement Assistant reports directly to the Supply Chain Manager. The position does not have direct supervisory responsibilities.

The role works in close coordination with program teams, finance, logistics, and other support departments to ensure smooth and timely procurement processes for both regular and emergency programs.

4. Specific Duties and Responsibilities

JOB RESPONSIBILITY 1: Procurement Operations – Regular & Emergency (60% of time)

• Lead and support end-to-end procurement processes for both development and emergency programs, ensuring timely, compliant, and high-quality service delivery to program teams.
• Process high volumes of Purchase Requisitions (PRs) efficiently, ensuring completeness, accuracy, and compliance with CARE and donor regulations.
• Prepare and issue RFQs, RFPs, ITTs, and other solicitation documents under both standard and accelerated emergency procedures.
• Support bid opening, evaluation, and preparation of comparative bid analyses in line with approved evaluation criteria.
• Draft and issue Purchase Orders (POs) accurately and in a timely manner to prevent operational delays.
• Prepare complete payment files (invoices, GRNs, contracts, delivery notes, etc.) ensuring zero documentation gaps before submission to Finance.
• Proactively follow up with suppliers to ensure adherence to delivery timelines, especially during emergency scale-ups.
• Manage multiple procurement actions simultaneously under tight deadlines without compromising compliance or quality.

JOB RESPONSIBILITY 2: Emergency Response & Surge Support (15% of time)

• Provide rapid procurement support during emergency responses and sudden program scale-ups.
• Support emergency market assessments to identify available suppliers and price fluctuations.
• Prioritize urgent procurement requests to avoid pipeline breaks in distributions or service delivery.
• Maintain daily tracking of emergency procurement actions during response periods.
• Demonstrate flexibility to work extended hours and support field operations when required.

JOB RESPONSIBILITY 3: Vendor & Market Management (10% of time)

• Strengthen supplier relationships and maintain a competitive and compliant vendor base.
• Identify, screen, and maintain qualified and emergency-ready suppliers.
• Maintain and regularly update the supplier database.
• Monitor supplier performance, delivery timelines, and contract compliance.
• Support vendor prequalification and framework agreement processes.

JOB RESPONSIBILITY 4: Inventory & Logistics Coordination (10% of time)

• Ensure smooth coordination between procurement and logistics functions.
• Track delivery status of procured goods and services to ensure timely receipt.
• Coordinate closely with warehouse/logistics teams to confirm proper receipt documentation (GRNs).
• Support stock tracking and participate in stock reconciliations when required.
• Assist in resolving delivery discrepancies with suppliers.

JOB RESPONSIBILITY 5: Compliance, Documentation & Reporting (5% of time)

• Maintain high standards of transparency, accountability, and audit readiness.
• Maintain complete, organized, and audit-ready procurement files (soft and hard copy).
• Ensure procurement actions fully comply with CARE policies and donor regulations.
• Prepare procurement status reports and trackers for management review.

OTHER RESPONSIBILITIES AS ASSIGNED BY LINE MANAGER

5. Qualifications / special skills or knowledge

a. Skills & knowledge:

• Minimum of 2 years of progressively responsible experience in procurement or supply chain management, preferably within an INGO or similar humanitarian organization.
• Demonstrated experience supporting both regular and emergency procurement processes.
• Solid understanding of competitive bidding procedures, bid evaluation, supplier selection, and basic contract management.
• Good knowledge of INGO procurement policies and donor regulations; experience with emergency procurement procedures is an asset.
• Strong organizational and documentation skills with high attention to detail and accuracy.
• Proven ability to manage multiple procurement actions simultaneously and meet tight deadlines in a fast-paced environment.
• Strong problem-solving skills and the ability to work effectively under pressure, particularly during emergency response periods.
• Ability to work independently with minimal supervision while maintaining strong coordination within a team.
• Proficiency in Microsoft Office applications, particularly Excel; familiarity with ERP or procurement systems is an advantage.
• Fluency in English and Arabic (written and spoken).
• High level of integrity, professionalism, and commitment to the values and mission of CIL.

b.Experience

• At least 1–3 years of relevant professional experience in procurement, supply chain management, or related functions, preferably within INGOs, humanitarian organizations, academic institutions, or public agencies.
• Demonstrated experience in managing procurement processes, including bid evaluation, vendor selection, contract administration, and payment preparation.
• Experience in using procurement systems, ERP platforms, and Microsoft Office applications, particularly Excel, for reporting and tracking purposes.
• Additional relevant experience may include: budgeting support, preparing procurement reports, facilitating trainings for staff, or supporting logistics coordination.

c. Academic background:

Bachelor’s degree in business administration, Supply Chain Management, Procurement, or a related field.

d.Languages:

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

Knowledge of other languages is an asset.

6. Other contract elements

Benefits: Social security/Health Insurance & Transport allowance.

The direct supervisor reserves the right to adapt this job description at any time during employment according to needs.

Any extension of this contract is dependent on performance review and funding availability

6. PSEA and Child Safeguarding Policies

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