Supply Chain Officer - Beirut

Work Arrangement:

Job Description

Supporting Lebanon ’s Immediate Social Recovery Services.

The project will focus on reducing vulnerabilities of groups who are identified to be significantly impacted by Lebanon’s enduring social, economic, and political fragility:

(i) survivors of Gender-Based Violence (SGBV); (ii) those suffering from deteriorated psycho-social wellbeing; (iii) and/or those facing limitations related to being a person with disabilities and older persons. The project adopts a holistic approach with a cross-cutting focus on various vulnerable groups, including women, girls, youth, migrants, refugees, internally displaced people, and host communities. This comprehensive strategy reflects a commitment to addressing multiple and intersecting vulnerabilities within the target populations. Supporting Lebanon ’s Immediate Social Recovery Services interventions will entail providing grant financing directly to a selected number of NGOs, to enable them to provide social services to reduce vulnerabilities in these groups.

This will be achieved by supporting non-government stakeholders that are engaged and have a track record in delivering social recovery services and working with target groups to strengthen their capacity to participate in the broader social recovery and reconstruction process.

The World Bank has selected the IRC to act as the Project Implementing Agency to implement the Supporting Lebanon’s Immediate Social Recovery Services project. The IRC will take on project management, grant provision and/or procurement of services from NGOs and will be responsible for the fiduciary supervision of the selected NGO partners, in addition to improving their environmental & social safeguards capabilities.

Job Purpose:

Working under the supervision of the Senior officer based in Beirut, the SC Officer is a key position within Supply Chain and carries responsibility for the integrity of the IRC SC system. SC Officer must be able to rapidly procure program supplies, services and equipment, logistics tasks whilst ensuring best practices and maintaining audit-compliant records.

Major Responsibilities:

Specific responsibilities include:

- Provide procurement services for IRC Lebanon as required (world bank project) - Implement and / or maintain standard IRC Lebanon procurement policies and procedures and ensure that procurement is carried out in accordance to IRC Lebanon and donor-specific polices - Evaluate partners capabilities and provide capacity building if needed; - Monitor partners procurement process - Attend procurement committee meetings. - Coordinate with Finance, Admin and program departments to ensure integrated internal controls, timely payment of vendors and full, auditable support documentation. - Ensure that a transparent and responsive procurement process is implemented and maintained; generating bids analysis and Purchase Orders and Payment requests. - Routinely communicate, coordinate and plan with the relevant requesting staff / programs regarding the order and delivery of supplies. - Ensure that all supplies, services and equipment required are delivered in time. - Establish and maintain ethical and professional working relationships with suppliers. - Maintain supplier information for regularly purchased items and be informed of current local market conditions. - Support and provide appropriate trainings for procurement and program staff as required. - Advise the senior procurement officer of procurement specific issues or requirement. - Be a part of MSA/MPA procedure - Anticipate in Market study process for Agreement extension - Manage the sourcing strategy in procurement Team for all items & services - Assets inventory and warehousing - Maintain the adequacy of storage conditions including cold chain where required - Report discrepancies - Batch and expiry date management - Importing process: Check the number of packages against the cargo manifest, check packaging and cases and inform the SPO of any problems (missing or damaged goods, etc.). - After receipt, immediately update the stock cards, recording the reference number of the receipt document, and put the goods away. - Give the cargo manifest, packing list and certificate of the items received to the SCC, to centralize the filing of these documents. - Ensure that all items are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.). - Prepare a weekly/monthly report of movements of goods (incoming/outgoing) in the warehouse - Any other duties or tasked delegated by Senior supply chain officer and Senior Procurement Manager

Expected Deliverables:

- Generate and / or maintain an IRC Pre-qualified Vendor database - Generate and / or maintain comprehensive price list for goods, services and equipment purchased by IRC - Produce routine purchase status reports for Senior procurement Manager, Programs and Finance - Update Donor requirement & follow up closing grants PRs - Attend meetings with partners and monitor activities - Execute PRs in a timely manner and based on SOPs - Update Procurement reports (assigned by SCSO and SPM)

Key Working Relationships:

Position Reports to: Senior Procurement Officer

Position directly supervises: N/A

Indirect Reporting: Senior procurement manager

Other Internal and/or external contacts:

Internal: Supply chain team, Finance Team, Programs team, partnership

External: Service providers, Suppliers, Partners, world bank

Qualifications

- Must be computer literate, including Microsoft Word and Excel - INGO experience preferred - Ability to communicate in English and write clear and concise reports in English strongly preferred - Fluency in Arabic required - Knowledge of generic procurement procedures and practices (IRC or NGO experience advantageous) - Familiarity with major donor and local regulations / laws advantageous - Two to four years’ work experience in supply chain - Competent in spoken and written English - Good mathematical skills

Personal Characteristics:

- Positive and professional attitude, able to organize, maintain composure and prioritize work under pressure, work overtime when necessary and be able to coordinate multiple tasks and maintain attention to detail - Ability to work as a member of a team essential - Strong sense of personal integrity - Attention to detail - Ability to multi-task - Team spirit and problem-solving abilities

Working Environment: Staff will be based in Beirut with possible travel to field locations, upon business needs.

Candidates agree to disclose to IRC any situation of actual potential conflict of interest that impacts the capacity to serve the best interest of IRC and understand that any misstatement or misrepresentation described during the recruitment process and/or after hiring may lead to his/her disqualification or dismissal by IRC, and/or sanctions by the Donor (World Bank).