Procurement Officer

Structure of Procurement and Logistics department

SCOPE AND AUTHORITY

Scope of the Role:

Under the direct line management of procurement & Logistics coordinator, the procurement officer will play a pivotal role to assist the Procurement & Logistics Coordinator in harmonizing logistical processes including procurement, warehouse, inventory, and asset Management. Work with Procurement & Logistics Coordinator, Finance, and Program teams to ensure systems and procedures are adhered to, reviewed, and updated as appropriate.

Responsibility for Resources:

The Procurement Office  is responsible for the stock of all equipment’s and managing the proper use and storage of premises and assets.

KEY ACCOUNTABILITIES

The Procurement Office  is accountable to fulfil his or her roles and responsibilities in line with Islamic values and principles of fairness, humanity, honesty, respect and fair treatment of his/her colleagues and staff. The job holder will report to the unit manager regularly and on the basis of annually defined key performance indicators (KPIs).

1.  Initiate the procurement process as per procurement plans in coordination with the Procurement & Logistics Coordinator.
2. Assists the Procurement & Logistics Coordinator in tendering and procurement process i.e. Organization and participation of tender’s meetings and evaluation, this including tender preparation, announcement, bid opening, preparation of meeting minutes, agreement preparation, documentation and etc; 
3. Executing and monitoring of all regular purchasing duties.
4. Ensure adherence to IRL procurement policies and procedures
5. Establishes and facilitates periodically updated list of qualified consultants, service providers and suppliers.
6. Initiate Invitations to Bid and collect quotations from suppliers as necessary
7. Draft contracting for all kind of services/procurement and review with Procurement & Logistics Coordinator
8. Once agreements finalized coordinate with procurement assistant for supplier’s signature and follow up purpose.
9. Continues follow-up with suppliers for in time delivery of items and communicate to requisite department accordingly.
10. Follow up and monitor the signed agreements according to the stipulated terms and conditions
11. Coordinate with Procurement assistants for collection and submission of supplier’s invoices according to the payment terms and conditions.
12. Establish a good relation with suppliers, and assist in building up a detailed suppliers’ database with their related documentations
13. Conduct market and supplier survey on regular basis. Where necessary support program managers in program related market assessments.
14. Negotiate for best purchasing package (in terms of quality, price, term, delivery and service) with vendors.
15. Physical verification of assets in offices of IRL.
16. Prepare asset inventory report for IRL assets and share it with Procurement & Logistics Coordinator for verification.
17. Extensive contact and coordination with IRL main office & sub-offices logistics staff at all Logistics operation.
18. Maintaining the country office files according to IRL archiving standards and rules.
19. Performs other duties as required by the line manager.

Reporting

• Prepares periodical report detailing goods procured, received, dispatched, and in the pipeline with required quality; periodical reports of the Goods/Service status report; 
• Prepare bi-annually fixed asset register report.

PERSON SPECIFICATION

Person Specification                                                                                                                                     

Experience / Education/Skills- Essential               

• A bachelor degree from an accredited University with major course in Logistics/procurement, Business Administration Accounting, Finance or Related Field.
• Minimum three years of relevant experience in similar position, preferred with international NGOs.
• Strong communication, interpersonal & technical skills.
• Proven ability to work independently and as a team member.
• Ability to take initiatives if required.
• Ability to multi-task effectively as well as display professionalism and confidence.
• To be ready to work overtime and readiness to travel.

Ability To

• Ability to establish and maintain effective working relationships with suppliers and contractors.
• Work independently with minimal supervision.
• Review, proofread, and verify forms and financial documents for accuracy in calculation, coding, and adherence to policies and procedures.
• Compose written materials of moderate to complex difficulty on procurement-related issues.
• Establish and maintain effective working relationships with those contacted in the course of assignment.
• Communicate in a group environment in order to conduct pre-bid conferences.
• Communicate clearly and concisely, both orally and in writing.

Language                                            

• Fluency in English & Arabic (written and spoken).

IT skills                                

• V. Good computer skills.

General Skills                   

• V. Good technical reporting skills.
• Strong planning, communications and coordination skills.
• Ability to work under pressure and within a team.
• Diplomacy, tact & negotiation skills.
• Report writing skills.

Disposition                                        

• Flexible & Patient
• Ability to work on your own initiative as well as a part of a team
• Sympathetic with aims & objectives of Islamic Relief

1. Full Commitment to the principles and values ​​of Islamic Relief Lebanon.    

Islamic Relief considers the welfare and protection of children, young people and people at risk to be paramount to the organization. With a zero-tolerance approach Islamic Relief have is committed to safeguarding people within our programs and projects from Exploitation and Abuse which also describe standards in behavior expected from the organization, its staff and representatives towards each other and those we serve. Any candidate offered a job with Islamic relief will be expected to sign Islamic Relief Safeguarding Policies and code of conduct alongside to their contract of employment

This job description may change based on the situation in the field. All staff are expected to show high level of flexibility in order to respond to the ever-evolving situation. Furthermore, he/she can be required to perform other related duties as identified by his/her supervisors.