Procurement and Logistics Officer

Contract

This is a UNV International Expert contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Expert contracts.

Under the general guidance of the Head of office (HoO) and the direct supervision of the Head of Resources Management (Head of RM), the successful candidate in coordination with Manila Supply Chain Unit (MSCU) will be responsible and accountable for Logistics and procurement activities for IOM in Lebanon, measured by IOM Procurement and Supply Objectives and Goals as follows:

• Best Value Sourcing and Value for Money; • Availability and Quality Assurance; • Compliance and Stewardship; and, • Productivity and Efficiency.

1. Supervise and conduct overall logistical and procurement actions within the mission, including: Procurement, Property and Assets Control, Supply and warehousing, Service/Maintenance, Transport and Mission Fleet and contractual agreements.
2. Coordinate the procurement activities and provide first-line support, guidance and training in the country with respect to IOM's policies, financial rules and regulations as well as procedures relating to logistics and procurement matters.
3. Provide information to the Head of RM on risk management of procurement activities and processes in the country in coordination with Manila Supply Chain Unit (MSCU).
4. Ensure timely submission of necessary asset and procurement reports and documentation to relevant Headquarters (HQs) Departments and to Manila Administrative Centre (MAC), as appropriate and produce regular progress reports, statistical information and briefing materials, as required.

5. Analyse procurement requests, identify service providers and evaluate information regarding vendors’ performance in the areas of quality, prices and delivery of goods in view of the Organization's best interests; maintain and update databases of preferred suppliers.

6. Solicit bids, quotations and tender documents; oversee the bidding process and provide support for procurement transactions, analysing them for conformity to specified requirements; conduct appraisals, select suppliers and confirm terms of payment; prepare purchase orders and ensure authorization is received from the Head of RM and Head of Office.

7. Follow up on purchase order (PO) statuses and keep the head(s) of unit(s) and respective Project Managers abreast of the estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions; ensure all expected merchandise is received in accordance with PO specifications, and that all goods are in good condition.
8. Ensure that appropriate records are kept on assets disposal; ensure assets are located accordingly and used in IOM's best interest; and regularly update the asset inventory list.
9. Supervise the Mission’s inventories stored at the stockroom and warehouses and ensure that a system is in place for receiving and issuing the goods. At year end ensure the physical check of inventories and stocking taking and prepare relevant report for yearend closure of accounts.
10. Monitor maintenance and repair of office facilities, including preventive maintenance, and establish maintenance agreements with competent service providers when it is feasible and determined to be cost-effective.
11. Review regularly existing procedures to identify gaps and areas for improvement. Maintain appropriate internal control mechanisms to safe guard the organization’s assets.
12. Provide regular updates to Project management units regarding market opportunities and availability of vendors/suppliers to facilitate improved risk-aware decision-making and enhanced performance
13. Perform such other duties as may be assigned.

• Professionalism • Integrity • Teamwork and respect for diversity • Commitment to continuous learning • Planning and organizing • Communication • Flexibility • Genuine commitment towards the principles of voluntary engagement.

at the national and/or international level in managing diverse Procurement and Logistics operations, excellent level of computer literacy and good knowledge of SAP/PRISM is required , or other relevant programmes; experience with managing assets, vendors and supplier or extensive knowledge of IOM internal procurement and financial rules is an asset, as is experience working in the UN or other international development organization; • Other desired/mandatory required technical knowledge • Excellent oral and written skills; excellent drafting, formulation, reporting skills; • Accuracy and professionalism in document production and editing; • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development; • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel; • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; • Sound security awareness; • Have affinity with or interest in humanitarian work , volunteerism as a mechanism for durable development, and the UN System.

Beirut, Lebanon is family Duty Station (DS). Recently, Beirut is classified by ICSC as C-DS. The UNV assignment will mainly be in Beirut office of UNDP with some field travels when needed.

The UN Security System in Lebanon is divided into two UN area of operation. One is the southern area of the country which lies to the south of Litani River (SLR) under the responsibility of the peace keeping force (UNIFIL) according to the UN resolution 1701/2006. The rest of the country is called North Litani River (NLR).

Rafik Hariri International airport is located in the southern suburbs of Beirut, less than 10km away from downtown. There are available taxis from the airport to downtown Beirut and Uber is available where it can be checked the average price. Important to agree on the price before stepping in the taxi.

All public transportation vehicles in Lebanon have a red license plate. For transportation within Beirut, there are three options: “Service” car (taxi off the street with a lower cost than the private taxi), private taxi or minibus. However, only Taxis are securely advised to be used as a mean of transportation. The partnership and reporting specialist will be responsible for arranging his/her own housing and other living essentials. The minimum lease duration in Lebanon is generally one year, where tenants usually have to pay a minimum of 6-12 months’ rent in advance while recently is easier to negotiate shorter terms. In addition, an amount of one-month rent is usually required by the landlord as a security deposit in case of property damage. Additionally, tenants who sign a one -year contract has the right to hold onto the property for three consecutive years. Thereafter, the landlord is entitled to end the contract, or to renegotiate. For rental contracts with a diplomatic clause, individuals have the right to terminate the lease before the end of the agreement. In the event of early termination of the lease, the landlord shall reimburse the tenant the monetary value of the remaining months of the contract.
The rental amount will probably not cover electricity, telephone, Internet, or cable television service. These are all additional charges, to consider when calculating the monthly budget. In addition to the rent, it has to be paid to pay common charges for the building, which cover the electricity of the common areas of the building, fees for the concierge and fuel for the generator. This is subject to negotiation with the landlord.

Doctors and hospitals often expect immediate cash payment for services. Staff can use credit card or cash, Lebanese Pounds and USD, to pay for the services. Nowadays, most of the hospitals are requesting cash payment. Also, Cigna is well recognized in hospitals in case of emergency. Doctors are generally well qualified and most medical staff speak Arabic, French and English. UN staff Orientation Handbook