Operations Officer

PRIMARY JOB RESPONSIBILITIES

Procurement:

• Lead IWPR daily Procurement Activities in Beirut Office to meet program and country mission objectives in a timely manner and in accordance with IWPR  guidelines and donor regulations;
• Assists staff as needed on creating clear and understandable purchase requests (PRF) and other documentation;
• Collects quotations and bids from the market for PRF and RFQ/RFPs as per IWPR standards and formats;
• Conduct regular market survey on a yearly basis or and when needed
• Conduct Preferred Suppliers process for Accommodation, stationary and other repetitive request in coordination with IWPR procedures.
• Maintains PR tracker and shares with staff on weekly bases.
• Interact with vendors during collection of quotations – explain IWPR formats and ensure that vendors will use the provided forms;
• Ensures fair competition and strictly adhere to IWPR procurement rules regarding vendor relations
• Ensures that the required documentation of supplies and transactions are completed to IWPR standards.
• Maintains and updates the procurement files on AoDocs
• Raise payment request for vendor’s payments and monitor the status of each payment in coordination with the Finance Department.
• Ensure that all vendors are vetted and a proper due diligence is conducted

Assets:

• Participates in regular assets inventory and checks in coordination with the program associates.
• Ensures that all the assets are maintained and in good condition.
• Maintain inventories of IWPR assets and supplies.

Administration:

• Liaises with the Finance and Admin Manager on renewal of the offices rental agreements;
• Establishes and maintain appropriate filing systems for office correspondence. Receive and dispatch mail;
• Ensures that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies.
• Ensures that office has sufficient office supplies.
• Co-ordinates any other necessary administrative and office management details.
• Makes all necessary travel and logging arrangements
• Oversee the management of office consumable (office materials like stationary, cleaning & hygiene,): that will include collecting the requests on monthly bases, maintaining the stock, monitoring the use.
• Facility management ( cleaning, equipment repairs, utilities, water supply, green office considerations, facility keys management ect)
• Administrating communication, ensuring internet, printers are working, staff has enough phone credit.

Security:

• If needed, conduct security risk assessments of core operational features and record and report findings;
• To ensure through comprehensive briefings, that all staff and visitors to are fully appraised of the risks, the prevailing security situation and any security procedures.
• To manage and maintain all security and first aid communications equipment;

Other:

• Carries out other duties as assigned from time to time.

KNOWLEDGE, SKILLS, AND ABILITIES

• A relevant first Degree in Business or Arts is desired.
• 2-3 years’ experience in operations (logistics, procurement), preferably within an NGO; international business or related field. Strong organizational skills; ability to interact effectively with international and national personnel.
• Excellent oral and written English skills;
• Strong computer skills on MS Office programs, especially in MS Excel.
• A demonstrated ability to multi-task and process information into action as to not delay program activities. A clear understanding of procurement ethics and donor compliance is essential.
• Demonstrated attention to details;
• Willingness and ability to work effectively with a wide variety of people;
• Excellent interpersonal skills, ability to work comfortably with ethnically diversified team members ;
• Ability to work as part of a team and coordinate with project personnel;
• Self-reliance and an ability to work in a challenging and demanding environments.