وظيفة متاحة: مطلوب موظف مسؤول عن المشتريات واللوجستيات للعمل لدى Mada Ngo

The Senior Procurement and Logistics Officer will work under the direct supervision of the Admin and Finance Manager, with matrix reporting to the Executive Director, and will be responsible for procurement and logistics in compliance with Mada, partner and donor requirements. S/He is expected to conduct procurement activities in a transparent manner. S/He is the main focal point for procurement at Mada, and in charge of ensuring that all staff abide to the Procurement Policy.

The position is based in the Tripoli office with weekly visits to the Central Office in Beirut.

Main Tasks and Responsibilities

• Receives Procurement Requests and ensures the requests are in line with requirements; ensures the correct signatures are obtained according to the threshold amounts.
• Undertakes competitive bidding process following procurement thresholds (single quote, negotiated, Request-For-Quote, National Open Tender, International Open Tender). Assesses thresholds against total value of procurement line per grant for the entire duration of the grant.
• Prepares all tendering documents in a cost-effective and transparent manner; organizes committees, ensuring roles are assigned to all attendees (evaluators, observers, etc.); ensures minutes are taken, leads on the writing of the tender opening reports.
• Ensures the Admin and Finance Manager and Executive Director are involved in all procurement stages as required.
• Ensures proper filing and archiving of all procurement-related documents and supporting documentation; reviews procurement file prior to archiving, using a checklist.
• Creates Purchase Orders and obtains the correct signatures as required by the threshold amounts. Ensure the proper documents are sent to the Finance Department for them to release the payment.
• Drafts contracts together with Project Managers and under the supervision of the Admin and Finance Manager; follows-up on signatures.
• Collects data on the market and local suppliers, to ensure adequate pricing of goods and services, and minimum quality and ethics standards.
• Keeps positive relations with all suppliers, ensuring the highest standards of professionalism; sends award and regret letters; and acts as main focal point for follow-up with suppliers.
• Follow up the payment process with Finance to ensure Mada fulfils its obligations to suppliers.
• Brings immediately to the attention of the Admin and Finance Manager and Executive Director any evidence of fraud, waste, abuse, or any illegal or suspicious activity with any supplier, vendor, contractor, or anyone part of the procurement process within or outside of Mada.
• Submits procurement files to relevant authorities for review and approval.
• Based on weekly projections, request appropriate amounts authorized in the cash advance procedure.
• Responsible to finalize any admin paper work related to logistics and procurement (preparing donation letters, draft contracts, etc.)
• Act as focal point to organize supplier/contractor site visits.
• Receives the goods and services ordered, proceeds with the quality and quantity check, ensuring that the goods/works/services received complies with the technical specifications of the procurement.
• Updates the asset/stock register on a monthly basis; and conducts checks of assets on a monthly basis.
• With a close collaboration with the Admin and Finance Manager, responsible of all North office procurements (internet, generators, landline, stationery, kitchen supplies).
• Ensures the North office promises are properly kept and that staff respect office rules.
• Notify the Admin and Finance Manager of any repairs needed at the North office (furniture, etc.).
• Perform any other Logistics and Procurement related tasks as needed and requested by the line manager.

Minimum Qualification and Experience

• Bachelor degree in Business or any relevant field
• Minimum 2 years of relevant experience in procurement and contracts management; preferably within a humanitarian context
• Proven knowledge and experience of international supply chain operations
• Proficient in MS Office applications
• Fluent in Arabic and English, both written and spoken
• Good team work, time management, and analysis skills
• Ability to work under stress