Procurement and Administration Officer

Terms of Reference

Union of Municipalities of Jurd al-Kaytee (UoMJK)

UoMJK, located in Hrar, is a public entity in Akkar Governorate, consisting of 15 municipalities. It operates with financial autonomy but lacks direct administrative independence as its council is composed of representatives from the associated municipalities. One of the key responsibilities of the Union is overseeing solid waste management (SWM). It plays a critical role in the planning, implementation, and monitoring of projects like SWAM Akkar, which aims to introduce an integrated and sustainable waste management system for the region.

COOPI Overview

COOPI (CooperazioneInternazionale) is an Italian NGO, active in humanitarian aid and development for over 50 years. COOPI's interventions in Lebanon include SWM, food security, livelihoods, education, and protection, with partnerships involving international and local organizations.

SWaM Program Background

The SWAM Akkar project targets the creation of a waste management system based on the Master Plan for Integrated Sustainable Waste Management in Jurd al-Kaytee. The key objectives include:

• Institutional and financial sustainability for waste management services.
• Reorganizing collection processes to reduce costs and improve efficiency.
• Supporting resource recovery through source sorting and contributing to a circular economy.
• Reducing waste volume and environmental impact through appropriate treatment.
• Public health and environmental protection through safe disposal.

The project introduces an innovative waste collection system, incorporating door-to-door collection of organic and recyclable waste, and utilizing collection points for residual waste. Upgraded facilities will process organic waste into compost, while recyclable materials will be sold in the market. Additionally, two transfer stations and two Materials Recovery Facilities (MRFs) will be established and upgraded, along with the closure of the illegal Fnaideck landfill.

Key Responsibilities of the Procurement and Administration Officer

Procurement/Logistics

• Procurement Procedures: Ensure procurement processes for local purchases comply with organizational and donor guidelines. Maintain accurate records and manage supplier relationships.
• Supplier Management: Assess potential suppliers, negotiate contracts, and monitor compliance with quality standards.
• Asset & Inventory Management: Coordinate asset tracking within the SWaM program, including maintaining the vehicle fleet and equipment.
• Market & Regulatory Monitoring: Stay informed on market trends and regulatory changes to guide procurement decisions.
• Contract Management: Monitor contracts with suppliers to ensure compliance with contractual terms, including delivery schedules and quality. 
• Risk Management: Assess risks related to procurement, such as delivery delays or price changes, and develop contingency plans to mitigate these risks. 
• Coordination with the Technical Team: Collaborate with technical teams to define the technical specifications required for procurement and ensure alignment with project needs. 
• Budget Monitoring: Ensure that all procurement activities are within the project's allocated budget and do not exceed the financial limits. 
• Compliance with Legal Requirements: Ensure that all procurement activities adhere to relevant local and international laws, especially regarding supply and importation.

Accounting/Administration

• Financial Records: Maintain accurate accounting records and prepare financial reports for project audits.
• Revenue Tracking: Track monthly revenue from tariffs, sales of recyclables, and organic material.
• Cost Recovery Tool: Assist in implementing the Cost Recovery Plan for the SWM system.
• Human Resources Management: Oversee recruitment, contracting, attendance tracking, and general HR functions.
• Bank Reconciliation: Liaise with banks to perform regular reconciliations and support audits.
• Operational Budget Management: Monitor the overall project budget and ensure the efficient use of allocated financial resources. 
• Training and Capacity Building: Organize workshops and training programs to develop the skills of local staff in financial management and procurement.

Support to UoMJK Technical Unit

• Data Monitoring: Support the monitoring and evaluation of the SWM system, including data entry and review.
• Documentation and Archiving: Ensure proper archiving of all project documents, both digital and physical, to maintain organized project records.
• Coordination Between Departments: Ensure effective communication between the technical unit and other departments (procurement, finance, logistics) to avoid delays in the delivery of required materials or services. 
• Supporting the Development of Technical Specifications: Collaborate with the technical unit to define the technical specifications needed for equipment and materials used in projects and incorporate them into procurement processes. 
• Providing Technical Resources: Ensure the continuous and timely availability of materials and tools required by the technical unit, in line with project requirements.

Key Deliverables and Duration

The consulting service duration is until August 31, 2025, with the officer based in UoMJK’s office in Hrar, Akkar. The role will require periodic travel to COOPI offices in Tripoli or Beirut.

Qualifications and Competencies

• It is desirable for the applicant to be a resident of the Union of Municipalities of Jurd Al-Qayteh
• Education: Bachelor's degree in Business Management, Administration, or Finance.
• Experience: Minimum of 2-3 years in financial management, procurement, and working with NGOs.
• Skills: Proficiency in financial software, strong organizational and communication skills, and fluency in Arabic and English.
• Compliance: Adherence to ethical standards, including zero tolerance for discrimination, sexual violence, exploitation, and harassment.