Humanity & Inclusion is looking to recruit a procurement Officer to join the Logistics team in Beirut.
Interrested candidate is invited to share the CV to recruitment@lebanon.hi.org with the subject “Procurement Officer 2023”.
Mission:
Under the direct responsibility of the Logistics Manager in Lebanon, the Procurement Officer is responsible of procurement and supply chain in addition to the management of the IT inside the offices. s/he also contribute to the logistics team responsibility by supporting the team to reach their objectives in terms of fleet and equipment management under Humanity & Inclusion Logistics policies and procedures.
The position is based in Beirut with frequent travel to office and area of intervention
Reporting to: Logistics Manager
Line manager+1: Regional Logistics Manager
Team managed: NA
Interact with: Country Manager, Operations manager, Logistics team, finance team, HR team and projects teams.
Missions / Responsibilities
Responsibility 1: Procurement and supply chain Management (primary)
Aim: To cover the programme’s needs for materials, equipment and services
Benchmarks: introduction and compliance with procurement management procedures; security of supply; project team’s satisfaction with the management of supplies.
Activities:
- Analyse and ensure local market surveys and keep a local suppliers database updated corresponding to the HI needs and criteria (quality, price, service, ethics etc.)
- Make sure to always consider value for money having in mind quality and sustainability of the goods.
- Implement procurement procedures for HI and organize different stages in the local purchasing of goods and services (market, surveys, ordering, monitoring, receipt, conformity checks etc)
- Process the orders and ensure their follow-up and provide feedback to the applicant and inform his/her manager in case of problem. (Through HI procurement software)
- Ensure the adequate filling of purchases files: signatures, presence and validity of the documents (through HI procurement software)
- Follow up all the purchase files of HI local partners in order to ensure that it respects HI’s procurement procedures. In case of any discrepancy, you will inform Line Manager (as much as possible in writing).
- Ensure payment to the suppliers in link with finance department according to the invoice brought by the purchaser and suppliers.
- Draft and establish contracts/agreements through proper procurement processes in collaboration with logistics manager
- Ensures the correct procurement procedure is apply according to the threshold amounts. Participates in call for tender process by evaluation of bids and proposals and ensures that all evaluation documentation (according to HI procedures)
- Create a price catalogue and updates it periodically with new purchase prices.
- Create and maintain a list of suppliers, providing the kind of experience that have been encountered during the transaction with them for future reference (what market supplies, if they have a fair price, good availability, can deliver in a timely manner, or should be avoided for what reasons)
- Manage Purchase and service requests updating PSR monitoring chart (PMC).
- Ensure proper follow up of the services contracts and update Contract monitoring chart (CMC).
- Support logistics manager in drafting supply plan per project and mission supply plan.
- Ensure the filing and archiving of all procurement documents.
Responsibility 2 : IT MANAGEMENT (primary)
Aim: Ensure the office IT network has the means necessary for its smooth running
Benchmarks: computer equipment and software adapted to the programme’s needs; data security (server back-ups), rate of servicing for computer equipment and for other equipment; existence of equipment management procedure
Activities:
- Ensure that Equipment and IT Management Policy is implemented, understood and respected.
- Be the focal point for IT related issues and requests
- Be the focal point with external service provider for IT.
- Ensure proper installation, follow up and upgrade of IT equipment (hardware, software, network, back up, security systems and devices).
- Setup new user accounts and email accounts (in collaboration with line manager)
- Install, troubleshoot, repair, update and maintain workstations and laptops.
- Install, maintain, troubleshoot printers/copiers, and update operating systems and user applications.
- Proactively schedule software upgrades and patching in liaise with IT service provider.
- Assure that all software on HI equipment is licensed and keep record of licenses.
- Track license and support contracts to include notification of renewal timeframe to management
- Provide technical assistance to HI Finance team in configuring NAVISION software
- Monitor network to ensure network functionality and availability to all system users.
- Support existing/new server/s and administer access rights for all users in the office.
- Maintain and configure firewalls
- Maintain local and server based anti-virus software.
Responsibility 3: Organization OF office seminar and meeting (primary)
Aim: Provide quality services and support in organising events to help the project team focus on the seminar topics
Benchmarks: project team satisfaction with travel arrangement and seminar logistics
Activities:
- Organize travel and accommodation arrangement according to the travel plan/form, organize the welcoming of staff/guest in Amman, manage the guesthouse room vacancies and follow up the maintenance when needed.
- Organize seminars and workshop arrangements (set up of the meeting room, meals, office supplies) and ensure travel arrangement and accommodation for each attendant
- Ensuring the rent of venue or hotel, purchase of flight ticket through the travel agency, and preparing the eventual purchase file
RESPONSIBILITY 4: FLEET AND TRAVEL MANAGEMENT. (SECONDARY)
Aim: To provide safe and suitable means of transport for the smooth running of activities
Benchmarks: suitability of means of transport to the programme context; monitoring of a vehicle fuel consumption table; existence of vehicle management procedures; quality of vehicle maintenance, vehicle utilisation rate and respect for user schedule; quality of the fuel supply contract; user satisfaction
Activities:
- Oversee all flight bookings for staff/visitors. Ensure that this is done in a timely and efficient manner and that staff are informed accordingly.
- Ensure full compliance with regulations related to visa and immigration before booking flight tickets for visitors or HI international staff
- Handing visitor’s arrival (pre-arrival documents and arrangement, accommodation, airport pick up, visitors’ welcome package, etc.)
- Define the weekly program’s travel requirements.
- Ensure the respect of HI movement and transport management procedure.
- Collect and ensure the reconciliation of all documents regarding fuel consumption (fuel voucher, logbook, petrol station detailed invoice…).
- Prepare the Vehicle monitoring chart (VMC)
- Ensure the adequate filling of all documents by the driver and Expats, especially the Log book.
- Archiving of fleet files in a proper way.
- Transfer relevant logistics information to Logistics Manager
- Ensure technical support of the fleet.
- Manage and follow up the transport service contracts.
- Make sure all drivers know the roads, used secure roads and respect the security driving rules
- Supervise the general maintenance of vehicles.
- Ensure any required training for Drivers, HI principles, driving…
- Report any incident to logistics manager.
- Monitor vehicle registration and insurances to ensure expiry is not missed out.
Responsibility 5 :Ensuring the correct management of equipment at office level (SECONDARY)
Aim: To ensure the office has the means necessary for its smooth running
Benchmarks: number of equipment not labelled, number of out of order /missing equipment, quality of inventory
Activities:
- Ensure that Equipment Management Policy is implemented, understood and respected.
- Ensure the installation, maintenance, monitoring and traceability of equipment (power-supply, communication etc).
- Ensure that the documents related to equipment management are compliant with HI policy
- Make sure that HI standard storage procedures are followed; ensure the quality procedures and control the stored goods.
- Ensuring the correct management of customs clearance procedures at Lebanon Level.
Responsibility 6: In charge of the general services (expatriate staff accommodation, offices, and storage facilities) (secondary)
Aim: To provide the teams with comfortable living premises and preventing risk
Benchmarks: the security of the premises; the suitability of the choice of premises and the quality of their management.
Activities:
- Coordinate Amman based lease agreements and ensure that they are all up to date.
- Ensure the maintenance of the guesthouses and offices and liaison with logistician and respective land lords and ensure timely payment of rent.
- Ensure optimal use of available space at HI guesthouses to minimize accommodation costs to staff/visitors while in transit.
- Ensure required supervision of all repairs and maintenance of HI office and guesthouse.
- Coordinate payment of utility bills.
- Ensure collective rules for the use of the premises are applied.
- Ensure the proper follow up of premises contracts.
Confidentiality is required in all these responsibilities
Note that this job description must remain flexible; to respond to additional tasks or changes as identified by the line manager.
EDUCATION AND EXPERIENCE:
- Bachelor degree in logistics or Administration
- Minimum 3 years’ experience as Procurement officer, preferable with I/NGO
- Good technical skills in mechanics
- Fluent in Arabic and English ,French is a plus
- Good organization skills
- Excellent command of MS Office (word, excel, power point, …)
- Good oral, written communication skills
- Good negotiation skills.
- IT management skills
- Good capacity in team work
- Adaptability
- Being self-motivated, focused and trust worthy
PROFESSIONAL STANDARDS:
HI workers must adhere to the values and principles outlined in HI Code of conduct. In accordance with these values, HI operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child. Safeguarding, Anti-fraud, bribery, and corruption.
Handicap International is an equal opportunity employer and particularly welcomes applications from woman and persons with disabilities.
Basic salary for the position: The Procurement officer is going to be paid according to the experience and to HI salary Grid.
Basic Salary 1,700 USD
Closing date:14/05/2023
Only shortlisted candidates will be contacted. Application should include CV and motivation letter. Incomplete motivation letters and applications received after the deadline will not be considered. Interested candidates send their CV to recruitment@lebanon.hi.org with the subject “Procurement Officer 2023”.
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