Procurement & Operations Manager

Duties & Responsibilities: 

Procurement

• Leads the planning, implementation, and compliance of procurement policies, procedures, and instructions across functions and projects;
• Manages all requested procurement and subcontracting activities ensuring compliance with Anera and donor procurement policies and procedures;
• Coordinates with staff requesting procurement to prepare specifications and solicitation documents
• Ensure each procurement activity allows for efficient and effective preparation and competition;
• Lead the development of timeline and details required for any activities needing procurement;
• Conduct market search in coordination with technical staff in support of anticipated operations and technical needs;
• Manage vendor relationships, contacts, and pre-qualifications lists;
• Manage evaluations of bids and application for allowability, allocability, reasonableness, and consistency and oversees the vendor selection process;
• Prepare the required approvals to ensure compliance with internal and external contract and policy requirements;
• Issue subcontracts, purchase orders, work orders, and amendments; and organize kickoff meetings explaining terms, conditions, roles, and responsibilities as needed;
• Coordinate with the Finance team to ensure on-time deliverables, payments, and cash flow requests;   
• Generate reports of status of procurement activities, such as procurement phase, payments, and amendments, 
• Reviews procurement requests for clarity, completeness and appropriateness;
• Act as a focal point to guide different staff on planning, implementation, and compliance of procurement;
• Ensure all required documentation is properly archived in the procurement records;
• Review and update procurement files and prepare them for internal and external audit review
• Supervise the Procurement Team;

Operations:

• Leads supervision of facilities & office management, information technology, security, asset management, and fleet management. 
• Provides management information for decision making as required. 
• Support developing budgets for operations activities of country programs during proposal development and country level budgeting,  
• Oversee the provision of security services for programs and staff and manage security measures for offices in adherence to Anera Security policy, with a particular focus on monitoring staff movements, supporting procedures for visitors and providing timely advice to Anera staff and management.
• Represents Anera as required in coordination with the Deputy Country Director
• Monitor operations budget and identify any exceptions or possible implications of under / overspending. 
• Act as focal point from operations for all internal and external audit matters in coordination with country management. 
• Oversee provision of transport and travel support (international and domestic). 
• Oversight on maintenance of proper custody of Anera assets and inventory items and ensure sufficient insurance coverage
• Oversee the motor vehicle scheduling and management
• Ensure regular logistics reports for supervisors containing current developments, achievements, and working plans and ensure that supervised staff submits such reports in an accurate manner.
• Communicate and implement the security management plan for Lebanon 
• Proactively ensure that team members operate in a secure environment and are aware of policies.
• Ensure a reliable monitoring of staff movements and an accurate record of Anera international staff and visitors in Lebanon
• Maintain, update and operate the  emergency communication tree
• Primary point of contact in the event of an incident and is responsible for all reporting and supports incident management utilizing a number of communication platforms
• Support administrative procedures with relevant government stakeholders to ensure business continuity and access as needed.
• Monitor open source platforms in order to evaluate local security situation and adjust where needed
• Participate to the access / security working group and liaise as needed with other humanitarian and emergency actors on safety and security matters;
• Coordinate  training on security and safety awareness and procedures, 
• Supervise the Operations team;
• Other duties as assigned by the supervisor

Qualifications:

• Bachelor’s degree in business, management, supply chain, or another related field required. Master’s degree preferred.
• At least 5 years of experience in procurement of goods and services, preferably working in the development sector in Lebanon on projects funded by international donors.
• 3-5 years of experience with subcontracts and procurement management required including knowledge of UN, EU, and USG rules and regulations governing procurement and subawards.
• Experience with procurement planning, solicitation, evaluation, cost analysis, negotiation, agreements preparation, and post-award management; experience with construction subcontracting strongly preferred.
• Excellent people skills and strong communication skills, written and oral – in English and Arabic.
• Demonstrated prior management and supervisory experience required.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is required to be able to sit and stand for extended periods of time.  

Work Environment: The work environment characteristics are conducive to conditions in an office environment.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job responsibilities.  

How to Apply:

Applying through the link below is the ONLY way for Anera to consider your application. 

Please click on the link to fill an online application and upload your resume. Application LINK

Interviews may be conducted on a rolling basis. 

Only shortlisted candidates will be contacted.

Deadline for Application: July 25, 2024

Anera is an equal opportunity employer that embraces and encourages applications from candidates representing diverse backgrounds. Anera staff maintain a steadfast commitment to upholding ethical work standards and adhering to the Staff Code of Conduct including Protection from Sexual Exploitation and Abuse.