SENIOR PROCUREMENT & LOGISTICS OFFICER (BEIRUT)

GVC is an Italian NGO founded in 1971. Actually is working in 22 countries worldwide. GVC presence in Lebanon dates back to the begin of Syrian Crisis and since then GVC has been implementing emergency and development projects in Bekaa and Akkar financed by International Donors mainly in WASH sector.

GVC is actually recruiting personnel to cover the position of 1 Senior Procurement & Logistics Officer to support activities in Zahle, Lebanon.

Job Title: Senior Procurement/ Logistics Officer

Duty Station:  Beirut Coordination Office, with frequent travel to other bases as needed (Zahle & Akkar)

Line Manager: Country Logistic Manager

Responsible for: Implementation of high level WW-GVC procurement procedures including national and international tendering. Ensure the effective function of the entire Logistics Department including; Fleet, Warehouse, Premise and Asset Management.

Main Duties and Responsibilities:

Procurement

• Responsible for effective and streamlined Supply Chain Management across WW-GVC mission
• Ensures strict application and respect of WW-GVC and donors procurement procedures and guidelines
• Support Base Logistics staff in implementing correct procurement procedures
• Responsible to independently implement high level procurement procedures including competitive bidding, local & international tendering as well as lower level procurement.
• Project planning; including creation of comprehensive procurement plans for each project, liaison with project managers, finance departments and HQ procurement unit on approval and updates of PP
• Writing of high level Supply, Service, Works and Framework Contracts
• Responsible for extensive Contract management and follow up including execution of complex supply, works and service contracts
• Coordinate with finance to ensure correct payment terms and schedules are respected for supplier payments 
• Responsible for coordination between program teams to ensure supply chain is highly functioning and efficient
• Support in achieving custom clearance and importing regulations for International Cargo / Freight
• Develop comprehensive and high level procurement documentation including tender documents and manage supplier selection process.
• Establish a procurement follow up report to ensure timely processing of procurement orders
• Monitors and updates the procurement follow up tool for all bases to ensure procurement timelines are well respected. 
• Work with all WW-GVC staff to ensure smooth understanding adoption of procurement procedures
• Assist and support the Logistic officers at other bases in building their capacity and ensure they perform their tasks on timely manner.
• Ensure compliance to procurement procedures across WW-GVC mission and mitigate instances of fraud, collusion, and conflict of interest
• Ensure procurement documents and files are archived and organized according to Archiving Guidelines to ensure effective organization and compliance for audits and reviews.
• Input procurement data for Interim and final procurement reports in accordance to donor needs.
• Work with HQ Procurement Unit and Country Coordination to Prepare procurement documentation for internal and external audits
• Support coordination team as needed with any other procurement related tasks
• Submit detailed Monthly Procurement Reports to HQ unit
• Prepare other reports for project needs as requested

Fleet Management

• Supports Beirut Office Coordinator in the optimization the WW-GVC fleet, in accordance with the Fleet Management SOP
• Complete and submits monthly Fuel and Fleet Reports to HQ procurement unit
• Conduct spot checks of log books and report any misuse or damages to Country Representative

Warehouse Management

• Supports the Logistics Officers at other bases to ensure efficient stock and WH management procedures and controls are implemented in accordance to the WH Management SOP.
• Support Log and Program staff conduct weekly WH and Program Stock reconciliation
• Submit monthly WH report to HQ procurement unit.  

Asset/ Equipment Management

• Ensure the implementation of a streamlined asset/ equipment management system.
• Ensure all assets/ equipment are correctly coded, logged and followed up in an asset database.
• Ensure all assets are distributed and returned with signed handover sheets by use and country coordination. 
• Mange communication needs and follow up for all bases.
• Distribute Sim and Cellular phones for new staff   
• Submit monthly asset/ equipment reports to HQ Procurement Unit.

Premise Management

• Support the Beirut Office Coordinator to ensure the WW-GVC offices and Guest Houses are well managed to ensure staff safety and comfort.
• Support the Beirut Office Coordinator to ensure the office has necessary supplies and equipment and all items are well maintained.

Coordination

• Visits the other bases on a weekly basis and holds regular meetings with log and program teams to ensure streamlined logistic function
• Work with the management unit to ensure proper implementation of procurement, fleet, warehouse and asset SOP’s
• Represent Logistic department at monthly coordination meetings
• Conduct inductions for new staff on the entire Supply Chain Function 
• Collate & review reports from all bases and submit to Manager and HQ procurement unit as needed
• Ensures team respects HR and Ethical standards

Criteria:

• Degrees/qualifications in logistics, trading, international relationships, law, project management, engineering
• 3-5 years of experience in logistics and procurement in for-profit or non-for-profit sectors, with a special focus on restricted and open tender procedures, work contracts, service and supply contracts
• Previous experience in NGO a strong asset, previous experience with association as well
• Previous experience in an international context appreciated
• Good knowledge of the social and economic Lebanese context and the Lebanese market, especially in Beirut and Beqaa.
• Language of work: Arabic and English
• Excellent communication (oral and writing) skills in Arabic and English
• Knowledge of Italian is a plus
• Quality required:
  • Excellent team spirit, high ethical standards and coordination skills
  • Dedicated and able to resist stress
  • Highly organized and able to manage several tasks in parallel
  • Initiative spirit mandatory and high level of communication
  • Diplomacy and humility are key soft skills for this position