Supply Chain Senior Officer - Beirut

Project Description: Supporting Lebanon ’s Immediate Social Recovery Services

The project will focus on reducing vulnerabilities of groups who are identified to be significantly impacted by Lebanon’s enduring social, economic, and political fragility:

(i) survivors of Gender-Based Violence (SGBV); (ii) those suffering from deteriorated psycho-social wellbeing; (iii) and/or those facing limitations related to being a person with disabilities and older persons. The project adopts a holistic approach with a cross-cutting focus on various vulnerable groups, including women, girls, youth, migrants, refugees, internally displaced people, and host communities. This comprehensive strategy reflects a commitment to addressing multiple and intersecting vulnerabilities within the target populations. Supporting Lebanon ’s Immediate Social Recovery Services interventions will entail providing grant financing directly to a selected number of NGOs, to enable them to provide social services to reduce vulnerabilities in these groups.

This will be achieved by supporting non-government stakeholders that are engaged and have a track record in delivering social recovery services and working with target groups to strengthen their capacity to participate in the broader social recovery and reconstruction process.

The World Bank has selected the IRC to act as the Project Implementing Agency to implement the Supporting Lebanon’s Immediate Social Recovery Services project. The IRC will take on project management, grant provision and/or procurement of services from NGOs and will be responsible for the fiduciary supervision of the selected NGO partners, in addition to improving their environmental & social safeguards capabilities.

Job Purpose:

Working under the supervision of the Senior procurement manager based in Beirut, the SC senior Officer is a key position within Supply Chain and carries responsibility for the integrity of the IRC SC system. SC senior Officer must be able to rapidly procure program supplies, services and equipment, logistics tasks whilst ensuring best practices and maintaining audit-compliant records.

Major Responsibilities:

Specific responsibilities include:

• Supervise supply chain officers
• Provide procurement services for IRC Lebanon as required (world bank project)
• Implement and / or maintain standard IRC Lebanon procurement policies and procedures and ensure that procurement is carried out in accordance to IRC Lebanon and donor-specific polices
• Evaluate partners capabilities and provide capacity building if needed;
• Monitor partners procurement process
• Customize documents to be used by partners
• Draft processes to be followed by partners
• Manage documents signatures with internal & external parties
• Manage the market survey Preparation & support the team
• Attend procurement committee meetings.
• Send all required report for SPM after checking and filtering
• Review the payments with Admin & finance.
• Coordinate with Finance, Admin and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation.
• Ensure that a transparent and responsive procurement process is implemented and maintained; generating bids analysis and Purchase Orders and Payment requests.
• Routinely communicate, coordinate and plan with the relevant requesting staff / programs regarding the order and delivery of supplies.
• Ensure that all supplies, services and equipment required are delivered in time.
• Establish and maintain ethical and professional working relationships with suppliers.
• Monitor supplier information for regularly purchased items and be informed of current local market conditions.
• Support and provide appropriate trainings for procurement and program staff as required.
• Advise the senior procurement Manager of procurement specific issues or requirement.
• Assist Senior procurement manager in planning & reporting
• Be a part of MSA/MPA procedure
• Manage the sourcing strategy in procurement Team for all items & services
• Monitoring the adequacy of storage conditions including cold chain where required
• Tracking, following up and monitoring Importing process when needed
• Manage storage process
• Analyze and report to Senior Procurement Manager and supply chain coordinator the weekly reports for ongoing requests (status, process, etc..)
• Any other duties or tasked delegated by Senior Procurement Manager and supply chain coordinator

Expected Deliverables:

• Monitor IRC Pre-qualified Vendor database
• Maintain comprehensive price list for goods, services and equipment purchased by IRC
• Produce routine purchase status reports for Senior procurement Manager, Programs and Finance
• Ensure applying Donor requirement & follow up closing grants PRs
• Attend meetings with partners and monitor activities
• Execute PRs in a timely manner and based on SOPs
• Update Procurement reports (assigned by SPM and SCC)

Key Working Relationships:

Position Reports to: Senior Procurement Manager

Position directly supervises: N/A

Indirect Reporting: Supply chain coordinator

Other Internal and/or external contacts:

Internal: Supply chain team, Finance Team, Programs team, partnership

External: Service providers, Suppliers, Partners, world bank

Job Requirements:

• Must be computer literate, including Microsoft Word and Excel.
• INGO experience preferred
• Ability to communicate in English and write clear and concise reports in English strongly preferred
• Fluency in Arabic required
• Knowledge of generic procurement procedures and practices (IRC or NGO experience advantageous).
• Familiarity with major donor and local regulations / laws advantageous.
• Four to six years’ work experience in supply chain,
• Competent in spoken and written English
• Good mathematical skills.

Personal Characteristics:

• Positive and professional attitude, able to organize, maintain composure and prioritize work under pressure, work overtime when necessary and be able to coordinate multiple tasks and maintain attention to detail.
• Ability to work as a member of a team essential.
• Strong sense of personal integrity.
• Attention to detail.
• Strong supervisory skills.
• Time oriented.
• Ability to multi-task.
• Team spirit and problem solving abilities

Working Environment: Staff will be based in Beirut with possible travel to field locations, upon business needs.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Candidates agree to disclose to IRC any situation of actual potential conflict of interest that impacts the capacity to serve the best interest of IRC, and understand that any misstatement or misrepresentation described during the recruitment process and/or after hiring may lead to his/her disqualification or dismissal by IRC, and/or sanctions by the Donor (World Bank).