Procurement Officer

Overall Role Purpose:    The Systems Department is committed to implementing and maintaining the highest standards of efficiency and integrity in service delivery to both internal and external stakeholders. The Systems Department facilitates and manages organizations Procurement, Transport, Warehouse and Assets functions in line with formulated internal frameworks and being compliant with set donor regulations and guidelines. The overriding objective for all Concern Worldwide System’s activity is the prompt and effective provision of materials, goods and services to Concern Worldwide’s beneficiary populations in compliance with donor specifications.

The Procurement Officer will be responsible and accountable for procurement of goods and services for Concern Lebanon including delivery of goods, services and works in Concern’s offices in Beirut and Tripoli Office. He/she will execute his/her duties in accordance to Concern Worldwide Policies & Procedures and donor guidelines. He/she will effectively and efficiently support procurement systems, processes and activities to deliver quality programing on time in line with organizational strategy, donor requirements and within allocated budgets.

Responsibilities:

• Documentation & Compliance:

Ensure that all procurement related activities are well documented, are in compliance to all procurement frameworks and laid down policies and procedures by:

• • Manage and track field procurements, review contracts and procurement files from the field offices.
  • Ensuring that all Supplies Requests and subsequent documentation are approved in line with the Country Delegation of Authority Matrix. Following the correct solicitation procedure for different procurement thresholds and filing all procurement related documentation in soft copy on the server.
  • Co-ordinate & set up weekly purchase committee meetings.
  • Accountable for the full procurement process for all supplies and services, ensuring that the procurement processes outlined in Concerns International Procurement Guidelines are followed at all time.
  • Handle the formal quotation process as instructed by the Logistics Manager.
  • Ensure that Suppliers Requests (SR’s) are received with full (adequately detailed) specifications of the supplies requested and that all sections of the form are adequately completed.
  • Being responsible for preparing all necessary paperwork, quotations, evaluating quotations and putting PO and contracts in place.
  • Ensuring that the evaluation and selection criteria of vendors/supplier is appropriately executed and documented as outlined in the international procurement manual.
  • Ensuring that the correct and appropriate contract is prepared, reviewed and duly approved upon selection of a vendor/supplier.
  • Ensure that all procurement requests are processed efficiently and timely.
  • Demonstrate full knowledge of the supplier market.
  • Ensure that no unnecessary delays occur during the process of requesting quotations, during the evaluation process or when putting in place a Purchase Order or Contract.
  • Report to the Logistics Manager whenever there might be delays at any point during a procurement process.
  • Oversee the collection and receipt of goods from the suppliers, ensuring that the goods are of the required specifications.
  • Maintain an up to date approved suppliers list.
  • Efficient management of all documentation and paper trails in the Concern Procurement System.
  • Being responsible for preparing Request for quotations (RFQs), etc. for review and approval before sharing with potential vendors.

• Reporting & Records Management:

Ensure that all procurement records are properly kept and all reports submitted in a timely manner by:

• • Maintaining a filing system in line with Concern procurement procedures: (both hard and electronic copies) in an organized, accurate and up to date manner.
  • Ensuring that all documentation and correspondences arising out of any procurement related transaction is appropriately documented and incorporated in the corresponding procurement file.
  • Maintaining and regularly updating supplier database and carry out Market Surveys as directed by Logistics Manager.
  • Generating any other procurement related reports as may be requested by the Logistics Manager or Operations Director

• Internal & External Business Partnerships:

Ensure that the procurement function works better together with both internal and external stakeholders by:

• • Assisting requestors to outline correct item specifications when making supplies request.
  • Liaising with the Transport & Warehouse Officer and the Warehouse officer on the procurement pipeline and anticipate dates for receiving commodities.
  • Proactively sharing information with requestors on status of their supplies requests and ensuring that procurement lead times are adhered to across all thresholds.
  • Working closely with Program Experts for Technical advice when procuring specialized commodities, services or works.
  • In collaboration with the Logistics Manager, support programing teams in the development and close monitoring of procurement plans.
  • Preparing accurate and complete Payment Requests (with all supporting documents) and onward submission to Finance Department.
  • Constantly coordinating & liaising with other support functions (HR, Admin, and Finance) to effectively provide support to program implementation.
  • Managing procurement related external communications with vendors/suppliers in liaison with the Logistics Manager and (or) Operations Director.

• Other Duties:
  • Actively participate in collective exercises such as preparation or updates of Preparing for Effective Emergency Response (PEER) plan, Security Management Plan (SMP) and other Concern initiatives.
  • Take active measures to address equality issues, particularly relating to gender, in program as well as operational activities.
  • Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the organization.
  • Be aware of, understand and comply with all of Concern’s policies and procedures (Code of Conduct and its associated policies, finance, logistics, HR, security management etc.).
  • Contribute to ongoing security management and planning as necessary.
  • Actively participate in any emergency response if called upon to do so (within the existing program area or in a new one)
  • Assist the Logistics Manager in conducting special tasks/assignments that may not be related to procurement as and when directed.
  • Conduct himself/herself both professionally and personally in such a manner that will not bring disrepute to Concern Worldwide or conduct that may jeopardize Concern’s humanitarian mission.
  • Undertake other related duties as may reasonably be assigned by the Logistics Manager or the Operations Director

• Responsibilities in link to Concern’s values, workplace equality, diversity and inclusion,  safeguarding, and participation in emergency response:
  • All staff are responsible for upholding and promoting Concern’s values, including our workplace equality, diversity and inclusion, and safeguarding values;
  • All employees are required to undertake training in equality, diversity and inclusion; the Code of Conduct; and safeguarding, along with any other training required for the role;
  • All staff are required to participate and contribute as necessary towards Concern’s emergency response as and when required.

• Responsibilities in link to Complaint Response Mechanism (CRM) Accountabilities:

In line with Concern’s commitments under the Core Humanitarian Standard (CHS):

• • Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E);
  • Work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed;
  • Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities.

Perform additional tasks as required to meet organizational and operational needs, beyond those outlined in this job description.

Requirements:

• Experience:
  • Years of Experience in a relevant role, preferably in the following areas :
    • Minimum 3 Years’ experience in humanitarian organizations within the procurement department
• Qualification:
  • Educational level in the following area/s:
    • Bachelor degree in Business Administration, supply chain and operations or similar required.

Knowledge or Skills Needed As per Area/s of Responsibility

Level Needed

• Commitment to Humanitarian Causes:

High

• Languages Needed: English

Advanced

• Communication skills:

Advanced

• Computer skills  (if relevant): Good excel skills

Intermediate

• Time Management:

Intermediate

• Attention to Detail:

Advanced

Competencies:                

Candidates are expected to demonstrate abilities in the following priority competency area

• Managing Yourself

• Planning

• Individual leadership

• Change

• Communication and working with others

• Delivering results

Important information:

Equal Opportunity: We encourage all eligible candidates, irrespective of gender, ethnicity or origin, special needs, political beliefs, religious beliefs, sexual orientation, or socio-economic status to apply to become a part of the organization. Concern is against all forms of discrimination and unequal power relations and is committed to promoting equality. 

Concern has an organizational Code of Conduct with three Associated Policies: The Programme Participant Protection Policy, the Child Safeguarding Policy, and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of Programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the Programme and partner organizations, and the standards of behavior expected of them. In this context, staff have a responsibility to the organization to strive for, and maintain, the highest standards in their work, in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with adults and children are recruited by us for such roles. Consequently, working or volunteering with Concern may be subject to a range of vetting checks, including criminal background checking. 

Data Protection: During this job application, you will provide Concern with your personal data. Concern takes its responsibilities towards this personal data very seriously and is committed to complying with all relevant data protection legislation. 

Safeguarding Competencies:

• Competence at this level is about individuals knowing the signs which may indicate possible abuse, harm or neglect and who to contact and seek advice from if they have concerns.
• Recognising potential indicators of adult and child abuse, harm and neglect.
• An awareness that adults experiencing stressful situations in their own lives may have caring responsibilities, for other adults or children
• An awareness and ability to locate local policies and procedures and how to access support to respond to safeguarding concerns
• An awareness of appropriate action including reporting and documenting concerns safely and seeking advice. Particularly if uncertain whether a safeguarding need is present
• Building personal confidence, skills and knowledge to take immediate action through local safeguarding procedures. This should include the ability to escalate concerns if action is not taken.
• An awareness of consent, information sharing, data protection legislation and acting safely to share information.