ADMIN AND PROCUREMENT OFFICER

Introduction about UPEL:

The Union for the Protection of Juveniles in Lebanon (UPEL) was founded on the 12th of February, 1936 by Messrs. Presidents Alfred Naccache and Sami El-Solh, Professor Philippe Bianquis and Father Andre le Genissel. (Ministry of Interior Receipt N.15). It was recognized of Public Utility by Decree N.9/EB dated 17-10-1939, confirmed by Decree N.169 dated 15-4-1978. It has six offices in the Palaces of Justice of the six governorates and a temporary shelter for boys.

UPEL social workers are responsible for working within the juvenile justice system of Lebanon and are responsible for overseeing high/medium risk cases of:

1. Children/minors exposed to danger including: neglect, exploitation, physical, emotional, sexual abuse and violence;
2. Children/Minors in conflict with the law through the provision of social support, presence during primary investigations and attendance in courts;
3. UPEL oversees coordination of children who have come into contact with the National system either in children in conflict with the law and/or children in need of judicial protection;

Position Overview

UPEL Admin and Procurement Officer is expected to be dedicated and motivated to conduct all clerical and technical work involved in the volume purchasing of equipment, materials, and supplies at sites remote from the main campus.
Work involves day to day administration, follow up on field staff monthly repots to ensure they are submitted acuratly on monthly basis. Provide travel and transportation to the field team. Initiating purchase requests and keeping track of the stages through which each order is routed until receipt and payment. Work also involves shipping and receiving responsibilities for materials purchased including filing damage claims and shipping out materials being returned for various reasons. Work is usually performed under general supervision and requires the use of independent judgment and initiative while continuing to work within the UPELs’ defined procurement policie and procedures.

Main Responsibilites

Administration:

• Follow up on day to day office administration;
• Ensure all field offices are provided with the relevant tools and equipments (stationary, Internet, electricity, etc.) for the projects Implementation;
• Responds to the Field team requests for travel and transportation related to the project Implentation;
• Follow up on monthly communication and phones recharges;
• Ensure the Monthly data is provided accurately and on timely manner by the case managers in the six upel offices;
• Conduct periodic spotcheck vists to the six field Offices;
• Attend and ensure providing input to the weekly case managers meeting;
• Attend and ensure providing input to the Monthly staff meeting;
• Ensure drafting Internal administrative memo’s upon need;
• Ensure accurate timely reporting to the CEO;

Procurement:

• Receives purchases and check requests from throughout the organization, checks for accuracy, and forwards to UPEL procurement office.
• Maintains contact with vendors regarding orders and merchandise, new products, market conditions, and trends; coordinates purchasing from on-site vendors not associated with UPEL procurement operations.
• Receives, inspects, and distributes merchandise to appropriate individuals; files damage claims with vendors.
• Identifies new possible suppliers.
• Prepares periodic reports related to purchasing, inventory control, and receiving within the local operation.
• Conducts annual on-site inventory, prepares inventory listings to include the location and status of all equipment.
• Evaluates the quality and appropriateness of supplies and equipment; conducts cost/quality comparisons prior to submitting requests to procurement office.
• Confers with officials from all facility units to determine purchasing needs and specifications.
• Obtains and updates information on open market and contract purchase prices.
  Coordinates expenditure records with UPEL finance department in order to assure prompt and accurate payment to on-site vendors.
    

 Other:

• Proactively inform the CEO about any changes or challenges in the work or operating environment.
• Respect professional boundaries and ethics of UPEL workscope at all times.
• Other duties as assigned by the supervisor to enable and develop UPEL services.
• Performs related work as required.

Organizational Policies:

• Respects the UPEL Child Safeguarding Policy (CSP) and its principles of child protection, ensuring the policy’s implementation and prompt notification of the CP Focal Point with any information regarding potential breaches of the policy;
• Is aware of, abides by and promotes the practices and values set out in all other UPEL policies and procedures such as the Internal Regulations, Standard Operating Procedures and other policies..

PSEA

• UPEL Foundation, has a zero tolerance to Sexual Exploitation and Abuse of beneficiaries.  Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility and all staff are required to adhere to the Code of Conduct, that enshrines principles of PSEA, always (both during work hours and outside work hours).  Familiarization with, and adherence to, the Code of Conduct is an essential requirement of all staff

  Key Working Relationships:

Position Reports to:  CEO

Position directly supervises: NA

Technical reports to: CEO – Finance manager

Personnel / Capacity building and development: UPEL HR Manager

Attendance / Leaves /Procedures and regulations: UPEL HR Manager

Indirect Reporting: NA

Requirement
 

• Bachelor's Degree in a relevant field (Business administration is preferable) 
  Master's Degree is preferred.
• At least 2 years of experience 
• Knowledge of purchasing methods and procedures as designated.
• Knowledge of record keeping methods and procedures applicable to purchasing, as well as some knowledge of the application of bookkeeping principles and methods to the keeping of procurement records.
• Knowledge of supplies and materials utilized in office, technical, or maintenance operations.
• Ability to establish and maintain effective working relationships with institutional officials and vendors.

Skills

• Excellent organizational, verbal and written communication, problem solving and team facilitation skills, required. 
• Ability to develop recommendations and provide consultation to solve problems reated to organizational compliance; ability to exercise judgment in interpreting and applying standards, policies and procedures.
• Ability to work with a varied of disciplines and levels of staff across departments
• Ability to handle pressure and work in a challenging environment
• Computer proficiency in Microsoft Word and Excel
• Strong sense of personal integrity and commitment to confidentiality.
• Experience in a cross cultural environment preferable

  Language Skills:

• Fluency in written and spoken Arabic and English