Procurement and Logistics Assistant - Generic Advertisement

CARE is a leading relief and development non-governmental organization fighting global poverty. Established in 1946, it is now a confederation composed of 14 members and 4 affiliates. In 2016, CARE worked in 84 countries around the world, supporting development and humanitarian aid projects to reach more than 83 million people. While CARE is a large international organization with more than 11,000 employees worldwide, we have a strong local presence: 95% of our staff are nationals of the countries where our programs are run.

This position works under the Country Supply Chain Manager and is responsible for ensuring the timely and effective procurement for country programs and Beirut office

JOB RESPONSIBILITY 1: Procurement Management 

• Work closely with emergency staff to prepare and update on procurement requests, provide guidance and input to emergency staff on the feasibility and allowability of procurement
• Preparing plans for the purchase of equipment, services, and supplies for all emergency request.
• Issuing call request for quotations/proposals, manage the distribution of the RFQ/RFP with vendors, submission of quotes, facilitate and lead on opening and evaluation of quotes. Ensure compliance with CIL and donor rules and regulations. Prepare Summary bid analysis, award decision justification, and obtain CIL and C-F approvals where applicable. Issue contracts and ensure compliance to CIL, donor, and Lebanese Government compliance.
• Ensuring timely and accurate procurement of all goods according to approved budget lines
• Maintain a 100% accuracy of the Supply chain Trackers (Procurement plan, invoices, PR, Payments. etc.)
• Assist in maintaining and updating supplier information such as qualifications, delivery times, product ranges, etc.
• Update and maintain a clean and monthly PACK Log and ensure all program teams have access to it and have the knowhow to read it and use it
• Update the procurement tracker and procurement plan
• Review requests submitted by emergency staff and issue requests for payments upon mission \tasks\ service accomplishments are received from service provider.
• Ensure the proper collection and archiving of new vendors files

Maintaining procurement information management filing system for contracts and expenditures.

• Ensure compliance with CIL and donor procedures (SOPs) and procurement guidelines, ensures that all staff are well informed and knowledgeable about the relevant donor guidelines

JOB RESPONSIBILITY 2: Reporting and communication 

• Communicate timely and appropriately with vendors
• Maintain a high level of coordination with finance and program teams to ensure all have accurate and timely access to information
• Prepare, update, consolidate and present procurement section of the bi-weekly meeting minutes
• Actively participate to the weekly meeting minute
• Monitor KPI on the procurement tracker and communicate monthly on progress
• Assist the CIL finance department in case of audit for Procurement related questions

JOB RESPONSIBILITY 3: Warehousing Management 

• Ensure warehouse is identified and secured for the duration of the project.
• Ensure all items for distribution are delivered to the warehouse in a timely manner
• Ensure and track all items are sent to site distribution
• Ensure proper warehousing, stock management and control systems, including maintenance of the warehouse
• Issue Delivery Reports
• Make sure of proper storage/movement of Goods and supplies in coordination with Suppliers and team members in Timely manner.
• Mobility in movements to Field offices/Partners Offices and Warehouses once requested.
• Any additional request set by the Line Manager.

a. Skills & knowledge:

• Experience in a similar role working in procurement and logistics functions, with knowledge of major donors’ guidelines (e.g. ECHO, EU, DFID, DevCo, BPRM, USAID, DFAT, and other.
• Extensive knowledge in managing all donor-funded projects with International NGO’s particularly those addressing right based approaches and women and gender issues.
• Extensive experience interacting with and relating to gender professionals and international stakeholders at senior level.
• Team player with strong interpersonal skills, with the ability to build strong internal relationships and networks.
• Motivated self-starter who enjoys working in a collaborative and international environment

 Experience:

At least   1-3  years of relevant experience, especially at NGOs, academic organizations, standard-setting bodies, public agencies.

Languages:

• English and/ or Arabic are the working language of CARE International in Lebanon.

Knowledge of other languages is an asset'