Procurement Officer

OVERALL MISSION

1. GENERAL OBJECTIVE

The Procurement Officer supports the Logistics Coordinator in the planning, implementation and follow-up of procurements. S/he provides support and recommendations to improve the efficiency of the purchasing process at mission level.

2. RESPONSABILITIES AND TASKS

SPECIFIC OBJECTIVES AND LINKED ACTIVITIES

  1. PROCUREMENT PLANNING AND STRATEGY

- Support the drafting of Procurement Plans, in line with internal and donors’ guidelines;

- Review the Procurement Plans on a monthly basis in coordination with base teams, verify that they match actual procurement implementation and forecast, and update them as necessary;

- Consolidate and share updated Procurement Plans as required;

- In view of the Procurement Plans, recommend procurement strategies to improve efficiency at mission level: grouping of purchases, framework agreements, etc.;

- Capitalize, regularly update, and share procurement data, using the dedicated tools (suppliers list, price list, procurement validation follow-up, etc.).

  2. PROCUREMENT VALIDATION

- Be the focal point in the logistics department to follow-up and circulate information on the validation of procurement files, between the different departments at Coordination and with Field and HQ teams;

- Check all procurement files received at Coordination for validation, and verify that the provided documentation is complete and correct;

- Verify the compliance of the procurement files with regards to internal Procurement Procedures and Donors guidelines;

- Liaise with the Field teams if issues are identified in the received procurement files, in order to complete and/or correct the required documentation.

  3. PURCHASES AT COORDINATION LEVEL

- Support in identifying and quantifying the needs for centralized purchases, in coordination with the bases;

- Manage procurements centralized at coordination level for the bases, in line with internal and donors’ regulations, and dispatches the purchased goods for different departments as health, shelter, etc.

- Support the Logistics Coordinator for the implementation of market studies and large procurement procedures at mission level (Call for Tenders, Call for Expression of Interest, etc.); 

- Review and submit purchase files requiring payment for the finance department.

  4. INTERNAL AND EXTERNAL AUDITS

- Visit the bases at least once a month and provide support on procurement activities;

- Perform sample check of the procurement files at bases and coordination level, and provide feedback on the compliance to internal and donors’ procedures;

- Support the Logistics Coordinator in the preparation of external audits.

  5. ARCHIVING AND REPORTING

- Ensure archiving of validated procurement files and contractual documents at Coordination level, in compliance with PU-AMI’s guidelines.

- Ensure soft and hard copies are archived according to PU-AMI’s procedures;

- Support the Logistics Coordinator in the verification and feedback on the monthly Logistics reports received from the bases. 

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

PRIORITIES OF THE DEPARTMENT

- Follow up on emergency/ongoing purchases;

- Follow up on implementation of logistics’ pack tools;

- Follow up on procurement plans.

QUALIFICATIONS:

MANDATORY REQUIREMENTS

Language skills: Fluent in Arabic and English (spoken, read, written);

Education degree: University degree in logistics, procurement, medical sciences or a related field. Pharmacy background is a plus;

Work experience: minimum 2 years’ experience in procurement medical (pharmaceutical, medical supplies and commodities, PPEs, etc. and non-medical including NFIs, etc.), preferably in an NGO;

Knowledge and skills: Good knowledge of procurement standards and donors’ guidelines, and of the Lebanese purchasing environment;

Computer skills: good practice of Microsoft Office and Internet tools;

Other: Valid driving license (minimum 1 year) -not mandatory.

ASSETS

Interests: Work in relief

Transversals skills

- Honest and trustworthy

- Reliable, rigorous and well organized

- Able and willing to learn to extend his/her scope of work

- Able to manage priorities, take initiatives and work without constant supervision

- Motivated and dedicated to his/her job.