Humanitarian Procurement Officer - Beirut

ROLE PURPOSE:

The purpose of the Humanitarian Procurement Officer is the setup and scale-up of all emergency procurement response for COVID-19. The role may include remote management, management of multiple field bases or direct line management of a large single project or function. This role will support the Head of Supply Chain and other members of the senior management team on the best use of Save the Children’s resources.

CHILD SAFEGUARDING:

Level 3 – the responsibilities of the post may require the post holder to have regular contact with or access to children or young people.

As part of these responsibilities the post holder will support the establishment of child safeguarding systems, promote a culture of keeping children safe, and ensure that potential harm to children (by our own staff and/or as a result of how we do our work) is identified and addressed on an ongoing basis. The post holder should report and respond to interventions as determined by position related responsibilities identified in the Child Safeguarding Policy.

SCOPE OF ROLE:

Reports to: Supply Chain Manager

KEY AREAS OF ACCOUNTABILITY:

- Follow Save the Children’s standard procurement practices and keep records to fulfil audit trail standards.

- Ensure RFIs and RFQs are prepared with accurate information that can lead to accountable and fair competition among suppliers.

- Conduct tender process according to the SCI procurement standard and against SCI finance authorisation level.

- Liaise with programme managers and give advice about best ways to procure goods ensuring quality control and conformity with required specifications.

- Ensure necessary authorization / approvals are always obtained and execute the purchase and delivery of appropriate supplies in a timely and cost effective manner.

- Keep track of all deadlines or closing date of quotation submissions and facilitate Competitive Bid Analysis (CBA) or tender meetings with prior notification delivered to committee members.

- Ensure CBAs and meeting minutes are written accurately and contain important information on how the analysis of quotations was carried out and what are the reasons for selection of the supplier.

- Draft the contract of purchase by paying attention to key clauses of the contract, context of contract, and value calculation to ensure its readiness for review and signing.

- Coordinate with suppliers, requester, warehouse staff, and Supply Chain partnership to ensure receipt of supplies are arranged in advance and that necessary preparation is carried out for quantity and quality verifications.

- Keep track of deadline of delivery stipulated in each Contract/PO and that necessary reminder is sent out to suppliers if the deadline is approaching. Apply penalty clause of the contract unless force majeure clause is applied.

- Keep track of payment process and communicate as necessary with suppliers regarding payment progress.

- Support Supply Chain Manager in monitoring implementation of procurement plans and act proactively to ensure program teams submit their procurement requests in a timely manner as advised by the procurement plans.

- Work with procurement tracker focal points to update procurement tracker on daily/weekly basis.

- When requested, provide staff induction on procurement to ensure new staff are aware about Save the Children procurement policies and practices.

- Review newly submitted Purchase Requests (PRs) to ensure information provided are correct and expected date of delivery is achievable considering all workloads. Provide feedback to requesters on how to prepare PRs in correct ways or if some revisions in the PR are required.

- Communicate with requesters in case there are challenges in execution of their PRs to ensure potential delay communicated in advance and that the requesters are aware about the risks.

- Participate in development of price list, supplier database, pre-qualified vendor list, and market survey activities.

- Provide technical support on procurement management to Save the Children partners whenever requested.

- Take additional responsibilities as assigned by line manager or higher supervisors.

QUALIFICATIONS, EXPERIENCE, AND ATTRIBUTES:

Essential

- University degree in a relevant field of study or equivalent experience

- Minimum two years of experience in logistics and procurement

- Fluency in Arabic and English – written and verbal

- Strong organization and negotiation skills and good attention to details

- Ability to analyze and interpret competitive bids and quotes, technical procedures, governmental documents and regulations

- Ability to write reports and business correspondence

- Good communication and influencing skills. Ability to effectively communicate with multi-level personnel as well as vendors and their representatives

- Ability to work in and contribute to team building environment

- Computer literacy including the use of Microsoft Word and Excel

- Strong interpersonal and communication skills

- Ability to work with limited supervision and strong ability to take initiative

- Able to work in tight deadlines and under pressure

- Excellent team player

- Understanding and commitment to Save the Children aims, values and principles

Desirable

- Experience in I/NGO sector (preferable emergency response)