Supply Chain and Operations Officer - Bekaa

Procurement

• Ensure awareness and adherence to RI procurement policy and procedure including any country specific SOP for procurement. 
• Prepare RI project procurement planning and provide advice on the completion of the procurement request form.
• Process the procurement requests related to Bekaa office in accordance with RI policies and procedures, in a transparent, accountable, efficient and cost-effective manner.

• Process the procurements requests for the contracts for services and framework agreements related to the three offices (internet, NSS, taxation, audit and legal services, vehicle rental, health insurance, water gallons, etc.).
• Act as the point of contact for RI to suppliers, vendors, and service providers within Bekaa office. Liaise with programs to ensure appropriate quality, quantity and pricing of purchased goods.
• Assist with maintaining accurate filing systems, with documented and supported records of actions for audit purposes. Ensure procurement paperwork is complete and that all approvals have been obtained before purchases are made.
• Prepare the documentation needed for the regular payments related to the contracts in Bekaa (office lease, vehicle rental, fuel, communication postpaid lines, internet service, water gallons, generator fees, electricity bills, facility utilities, health insurance, audit service, etc.).
• Check the procurement files (single, simple) prepared by the Logistics Assistant.
• Check the documents gathered by the SCO Assistant related to the rent and utilities payments.

Assets

• Ensure understanding and compliance with RI standards and other relevant policies of Asset Management including application of all standard tools and templates.
• Effectively manage assets and property; Bekaa asset list is updated regularly and assets are disposed of according to RI and/or donor regulations.
• Report any inappropriate use of RI asset, damage or loss of asset.
• Ensure appropriate documentation in place to record transfer of responsibility of asset and keep track of all current equipment holders.
• Support HR to ensure all RI assets and equipment in Bekaa have been returned in good condition by all staff departing the organization.
• Work with the IT Assistant to enable smooth process and immediate notification when a new asset or equipment is purchased.
  • Tagging and making GRN for new purchased fixed and non-fixed assets.
• Maintain soft copy files and archiving system of all assets and equipment on box.
  • Archive all documents relating to different Assets transactions (Goods receive note, transfer sheet, gift certificate, loss, theft etc.)
  • Maintain records deliveries, receiving, issuing, returning and keep up to date record of all RI assets.

Warehouse/Stores – Bekaa Warehouse

• Ensure proper storage and warehousing of program stocks, including proper receiving and issuing of stocks, maintenance, and updated bin /stock cards.
• Ensure proper record keeping of all items received in the warehouse (goods received notes, receipts, waybills, stock requests and all other documents) both electronically and manually as per RI policy and local SOP.
• Ensure accurate and timely updating of the Warehouse Inventory Ledger.  
• Report on timely basis any missing, damaged or items whose expiry date is near for appropriate action.
• Ensure strong collaboration and communication with CO and project sites for the receipt and delivery of all goods.
• Organize for casual labor when required at the warehouse. Supervise the casuals during the time they have been hired in the warehouse until completion of work, to avoid any losses or miscounts.
• Ensure the warehouse is safe, clean and well organized at all times.
• Supports in distribution (on request).
• Conducts regular spot checks and assists with the annual physical count of warehouse inventory.
• Update monthly the GIK report related to Bekaa warehouse.

Bekaa Fleet Management

• Directly supervise the Logistics Assistant and ensure the high-quality management of the Drivers and Cleaners by the Logistics Assistant, which should focus on employee relations; task delegation with timely follow-up/feedback provided; teamwork and collaboration; completion of performance evaluations; and leaves’ management among others.
• Ensure that weekly (and daily) schedules of Drivers are completed by the Logistics Assistant on time and that staff have reliable and safe transportation.
• Ensure that drivers are well-trained, and expectations of all Drivers are accurately and consistently enforced.
• Vehicles are well-maintained per RI’s SOPs.
• All documentation related to the fleet is completed with high quality and on time.

Job Specifications:

• University level education; training or skills in administration, logistics, business desirable
• Minimum 2 years’ experience in logistics, supply chain, administration, procurement etc.
• Minimum 2 years experience working with INGO.
• Diplomacy tact and negotiating skills.
• Flexibility under pressure and in response to changing needs.
• Attention to detail and excellent numeracy; ability to keep clear and concise records.
• Good written and spoken English.
• Valid clean driving license and sound driving skills preferable.