Operations Officer
Requires a Cover Letter?:
yes
Application Submissions Guideline:
Please apply through the link https://iwpr.bamboohr.com/jobs/view.php?id=163
Contact Person Name:
Warrada Skayneh
Contact Person Position:
Finance and Admin Manager
Contact Person Email:
Website/URL to apply Through:
Description:
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.
NOTE:
Daleel Madani, the civil society network, serves as a platform for organisations to post their professional opportunities, but is not involved in the recruitment process. The hiring organisation is solely responsible for the job and candidate selection.
Last modified:
02 Mar, 2020
Intervention Sector(s):
Advocacy & Awareness
Application Deadline:
Tuesday, 10 March 2020
Contract Type:
Full Time
Period of Employment:
7 months
Salary
N/A
Salary Range:
1500 to 2000 (USD)
Education Degree:
Bachelor Degree
Education Degree Details:
Experience Requirements:
2 to 3 years
Arabic Language:
Excellent
English Language:
Excellent
French Language:
None
Country/City:
- Lebanon