Procurement and WH Manager

The Procurement and Warehouse Manager is responsible for the overall management of Concern Lebanon’s Logistics functions, with emphasise of procurement function. You will be responsible for managing procurement activities under the supervision of the Operations Director and will work closely with Programs Director, Country Finance Controller and Project Managers to ensure the effective implementation of Concern’s programs in country. 

Procurement Management

• Ensuring Concern and donor procurement procedures are implemented;
• Develop and follow up of all project procurement plan which will be prepared prior to and implemented immediate at the start of each new project;

• Developing and rolling out country-specific procurement manuals, consistent with
  Concern’s global policies, local law and practice

• Ensuring supply and construction contracts done under local procurement are both technical and legally sound;
• Negotiate with major suppliers and implementing framework agreements with for frequently purchased items for those which can be carried locally;
• Reviewing (Supplies Requests) SR tracking sheet before sharing it to Coordination with relevant KPI;
• Maintaining the contract tracking management sheet at local stage;
• Ensuring that procurement files are stored electronically and in hard copy as per Concern and Donor regulations in each base and saved regularly;
• Develop procurement documentation (e.g. contracts, tender documents, etc.) as and when required, ensuring adherence to their provisions, seeking support where necessary;
• Responsible for RFQ/RFP launching, bids analysis, contract development and contract management;
• Monitor trends and product availability to pay the best price for goods and services without sacrificing quality;
• Nurture relationships with suppliers, and for mid-level procurement, ensure the best prices for goods and services on behalf of Concern;
• Reinforce current procedures and the quality of Concern internal control, based on international best practices, donor requirements and results of internal and external audits;
• Accountable for overall compliance with the procurement procedures;
• Check deliveries follow-up of each procurement contracts;
• Have a clear understanding of the procurement policy and assist in advising program and office management on required practices and procedures;
• Adhere to all Concern procurement policies and procedures. Advise supervisor and colleagues on solution-oriented methods to conduct large and intense procurements while adhering to policies timelines;
• Conduct frequent market surveys and maintain a strong knowledge of the local market in Lebanon;
• Coordinate with Finance Department to ensure that payments to vendors has been made on time and without any unnecessary strain on the financial system of Concern;
• Closely work with the Operations Director to identify the gaps in procurement system and suggest improvements;
• Prepare all required reports;
• Prepare and manage a list of prequalified suppliers and approved suppliers list;
• Supervise procurement staff under your line management;
• Other duties as assigned

Stock and Property Management

• Identifying and managing suitable stores according to Concern logistic requirements;  
• Ensuring staff skills on stock and inventory management are up to date;
• Ensuring fixed asset registers are updated and verified regularly;
• Ensuring all procedures and documents relating to asset management are followed and  assets are safe guarded with physical checks in line with Concern Logistics Manual;
• Ensuring donation certificates with recipient signatures are obtained and filed for all assets and equipment donated to beneficiaries/partner groups;
• Ensuring correct and adequate management of donations-in-kind paperwork, procedures and reporting;
• Periodically provide the OD with a list of obsolete items

Programme Support

• Reviewing logistics policies and procedures on the project level and advise/recommend the teams accordingly.
• Translating the objectives of a project proposal into a logistics work plan
• Provide technical leadership and advice to department staff and to managers in all locations on specific logistics issues.
• Advise the SMT of logistics challenges affecting project implementation and propose cost effective and efficient solutions
• Ensuring resources are available for quality program implementation
• Ensuring proper coordination with the Programme teams.
• Review the procurement and logistics aspects, and budgets of each donor proposal or internal Concern budget review prior to submission and provide feedback and/or advise where necessary.
• At the start of any new donor contract identify and communicate all donor-specific procurement and logistics requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project.
• Review the logistics aspects of donor reports

Partnership Support

• Support the Partnership Manager, Project Manager or Areas Coordinator (as appropriate) with the identification of potential strategic local partnerships that align with the Organisation Partnership Strategy and the Country mission’s objectives. 

• Support the Programme team with conducting assessments on prospective partners to evaluate compatibility and potential benefits, using the Concern Integrated Local Partner Assessment Tool (CILPAT)

• Support the Programme team with developing and further strengthening the Logistics management practices, apparatus and standard operating procedures (SOPs)
• Support the Finance, System and Audit team (as appropriate) with the identification of potential risks associated with partners’ administration and security management practices. The support will also involve putting in place corrective and mitigation measures.  
• Support the Finance and Programme team (Partnership Manager, PM or AC), with the elaboration of partnership agreements as well as its effective management. 
• To be serving as Logistics Focal Point between Concern and partners.
• Provide guidance, information and support to Partners support Teams for effective department processes. 
• Continuously review and assess partner’s processes, seeking opportunities for enhancement and optimisation. 
• Based on the opportunities for enhancement and optimisation, plan and implement capacity improvement. 
• Ensure compliance with support standards within all partnership

Team Management & Leadership

• Take part with the HR department in the recruitment processes of direct subordinates
• Provide support to the direct subordinates, contribute to their capacity building and career development through technical support and on-the-job training and coaching, including in particular a thorough induction at the start of their contract & follow up on their integration plan
• Ensure that direct subordinates are aware of and comply with all of Concern’s policies and procedures (Code of conduct, HR policy, and others)
• Ensure direct subordinates have accurate job descriptions, brief new joiners on their roles & responsibilities & job success factors, and set SMART objectives
• Ensure that work within the team is fairly distributed, planned and organized in a way which will efficiently & effectively meet the needs of the organization & department, while ensuring that team members are given appropriate workloads
• Ensure that all staff is properly inducted in procurement processes and carry out required trainings;
• Monitor and periodically review performance of the direct subordinates through feedback and performance appraisals, hold staff accountable for meeting their success criteria, and give corrective and constructive feedback where required
• Ensuring team motivation, monitor wellbeing of the team dealing with complex cases
• Regularly meeting with direct subordinates for follow up, support, listening to their needs, and others as per the need 
• Ensure information circulation & coordination across the team and with other concerned departments when relevant
• Set a work plan and follow up when needed
• Solve & mitigate team conflicts, while ensuring the involvement of the HR department
• Contribute to a healthy working culture in the department

Other:

In addition to the duties and responsibilities mentioned above, the Procurement and WH Manager may be required to :

• Temporarily change location according to program requirements, to provide coverage when needed or for base support.
• Participate in organised training and workshops identified by the line manager.
• Participate in Concern's emergency humanitarian response as requested by line manager.

• Follow all current or future policies, procedures and guidelines put in place by Concern and ensure that all team members do the same

   

• Participate in Concern exercises such as review of the Preparing for Effective Emergency Response (PEER) plan, Security Management Plan (SMP), etc. 
• Take active measures to address equality issues, particularly relating to gender, in programme as well as operational activities.

• Carry out any other relevant and reasonable duties as requested by the line manager

• Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the organisation.
• Be aware of, understand and comply with all of Concern’s policies and procedures (P4, finance, logistics, HR, security management etc)
• Respect confidentiality and follow ethical guidelines

Educational Requirement

• Bachelor’s or Master’s degree in Business Administration , Business Management, Procurement Management, or related discipline to logistics

Experience Requirement

• Minimum 5 years of logistics experience with an International NGO
• Experience in heading logistics department, including procurement, warehouse, fleet, and assets management 
• Team management experience , including experience in in managing, coaching and training others
• Experience with setting-up logistical systems and related administrative procedures
• Knowledge of international ordering procedures and documents i.e. cargo manifests,
• Warehouse management skills, good understanding of in-country custom clearing procedures and supply line to projects from capital, ability to design air, water or land logistical systems);

Skills

• Fluent English & Arabic languages
• Proactive & planning skills
• Strategic Management, Representation, & Coordination skills
• Proven competencies in managing Logistics department for better impact & change management
• Lebanon context understanding & ability to mitigate the linked challenges to logistics
• Experience of working under pressure
• Prioritises, reviews priorities and manages multiple priorities to strict deadlines
• Ability to identify potential problems and recommend solutions.
• Excellent interpersonal and communication skills.
• Computer literate and good knowledge of word and excel
  

  Emergency response:

• Concern is committed to responding to emergencies efficiently and effectively to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Lebanon Programme is to respond, you may be requested to actively participate in the response, regardless of location, and contribute to the efforts aimed at achieving the humanitarian objective of the organization.
   

  Concern’s Core Competencies Requirements:

• Managing yourself: aware of own abilities and areas for development, adapts and uses abilities to work well with others and help achieve Concern’s objectives

• Individual Leadership: acts to inspire others by clearly articulating and demonstarting the values and principles that underpin concern’s work. Holds a sense of pride in Concern and loyalty to the organization. Supports others to achieve excellent results

• Communication & Working with others: uses the most appropriate channel to share information with others both inside and outside Concern; adapts the message to meet the communication needs of the audience. Works effectively with others, gaining the most from people and situations

• Delivering Results: Delivers on commitments, uses approprioate techniques to help achive agreed objectvies

• Planning & Decision Making: systematically develops plans towards achieving objectives, makes clear, informed and timely decisions appropriate to the tole, in the interests of Concern and those we work with

• Creativity & Innovation: Focused on continual improvement, seeks out, develops and successfully implements new ideas that further organizational priorities and the needs of those we work with, builds on proven approaches, evaluates and learns from ongoing work to improve it

• Influence, advocacy, and networking: Engages with others inside and outside the organization to promote the interests of Concern and those we work with, gathers and shares a wider knowledge of issues relevant to Concern’s work

• Change: Responds positively and constructively to change, managers to take part in change processes in a way that is appropriate to role in the organization

• Strategy: focusing on extreme pool & most vulnerable, managing risk, and making decisions

• People: Leading by example, motivating & developing, and communicating & influencing

• Impact: leading change, driving performance, and removing barriers to delivery

Concern Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), 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 organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace 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.