Procurement Specialist
Chemonics International
Total years of experience :10 years, 10 Months
Ensure all procurements are compliant with USAID regulations and Chemonics Field Operational Manual procurement policies.
Issue solicitations (RFPs, RFQs, RFIs…) and participate in selection panels to ensure transparency and compliance at all steps.
Work with the Lebanon ARE technical team to prepare and finalize tenders, bidding documents, technical specifications, contracts, schedules of completion, and evaluation reports.
Conduct market research in coordination with the technical team.
Work directly with local, regional, or international vendors, service providers, and subcontractors to obtain quotations and/or initiate procurements of requested commodities, works, and services.
Liaise with vendors and subcontractors and serve as their point of contact throughout the procurement process: arrange bidder meetings, compile clarification questions from bidders and work with the Lebanon ARE technical team to prepare responses; coordinate evaluation committees, vet vendors and service providers, etc.
Manage the shipping and installation of procurements as necessary and identifies needs for capacity building for proper use of equipment in coordination with the Lebanon ARE technical team.
Travel to inspect equipment or consolidate shipment as necessary.
Make efforts where possible to streamline the procurement process through establishing appropriate agreements with vendors.
Monitor contracts and purchase orders issued to vendors and follow up as necessary to ensure compliance to terms and conditions i.e. contracts management in coordination with ARE technical, grants, and operations teams
Maintain the project’s commodity management tracking system for grantees and subcontractors to provide accurate information to office manager for office inventory.
Develop procurement related approval documentation for submission to USAID.
Ensure that all procured equipment and construction materials comply with the project geographic code 937 requirements and that they are properly labeled and branded, where applicable.
Provide training, coaching, and advisory services to Lebanon ARE staff, beneficiaries, grantees, and vendors related to the procurement policies and procedures, including tenders, technical evaluations of proposals, and contract management.
Assist Lebanon ARE operations staff on the procurement of commodities and professional services for the field office.
Work with Chemonics’ home office procurement and contracts experts and project management unit (PMU) to ensure all bidding documents and subcontracts adhere to Chemonics’ and USAID’s procurement policies, use the most updated templates, and meet the necessary quality standard.
Maintain the overall integrity of the procurement filing system by ensuring that appropriate and timely documentation is included in each procurement file including memorandums of negotiation for all procurements. Maintain detailed notes to document all procurements processes and evaluations.
Responds in a timely manner to procurement requests from the Lebanon ARE technical team and provide procurement status reports when requested.
Responsible for adapting procurement forms and tools to ARE needs and context and develop guidance tools on procurement process to ARE team.
Establish and maintain a well-functioning logistics support operation for MENA.
Facilitate procurement processes for office and programs as necessary, following agreed procedure to ensure value for money, compliance and transparency.
Ensure timely and compliant delivery of relief items and other goods to regional countries in coordination with the IFRC, respective national societies and BRC and FRC teams.
Maintaining strong professional relationships with suppliers and stakeholders.
Cooperate and coordinate with the IFRC regional office to ensure strong operational delivery to IFRC plans including capacity building and procurement for the region.
Carry out market analysis and assessment as required to identify new suppliers and to develop a database to be used in future tenders and shared with relevant partners.
Support programs teams to ensure that logistics aspects are considered when planning and delivering programs that have supplies and/or other logistics services and elements.
Manage, maintain, regularly update and monitor BRC asset and inventory for the Beirut office as per the procedure.
Arrange for any shipping or archiving to be sent to UK as needed.
Attend and form part of any logistics regional working group or cluster.
Support with any national society logistics capacity building as relevant.
Ensure compliance with BRC, FRC and Red Cross Red Crescent Movement logistics standards and regulations.
Conduct due diligence checks and procedures
Prepare the agreements/contracts for the procurement of service or material from the suppliers (with the concerned National Society)
Develop logistics contingency plan articulating the different options to ensure that the established supply chain is maintained in coordination with other partners.
Responsible for ensuring all procurement, asset, warehousing, transport and fleet files are filed according to the agreed procedure and policy, as well as ensuring donor compliance requirements are met.
Assist in verifying the expenses against the project budgets.
Support FRC delegates in MENA-region in administrative tasks, i.e. small purchasing, scanning, archiving.
Liaise with relevant IFRC, ICRC and Partner National Societies contacts, support the planning and organization of meetings and workshops.
Ensure any security-related incident or emergency is immediately and adequately reported.
Liaise and coordinate with IFRC, ICRC and other RCRC national societies in matters of safety and security as required.
Ensure regular communication with relevant BRC teams in Beirut and London offices and FRC teams in MENA region.
Ensure compliance relevant procedures, SOPs and procurement guidelines.
Participate in relevant internal BRC meetings, development forums, workshops, courses
Carry out short missions to the MENA region e.g. Syria to assure correct logistics programming and financial reporting (FRC)
Support the dissemination of relevant Fraud and Corruption Prevention and Control Policy to all suppliers/service providers.
Develop, manage and coordinate the procurement processes. To manage internal procurement requires and activities.
In charge of the purchase of equipment and Services for the organization, contact suppliers, and research offers and quotations.
Prepare calls for tender and follow-up procedure and in the management of any type of contracts (service, works, and supplies).
Ensures RO and PO files are completed according to ICRC standard procedure.
Handles petty cash purchases upon requests.
Provide assistance to the ICRC members related with all procurement matters.
Review of purchasing arrangements with suppliers including price, delivery, performance and discounts to achieve reduced supply chain costs to Organization.
Receives ROs for local purchases from the concerned requester after authorization.
Requests price quotations from various suppliers for preparation of selection tables.
Submits selection tables for approval according to the financial rules of the Delegation to the Regional Purchaser, Regional Logistic Coordinator and if required to Administration and Head of Delegation.
Ensures that all invoices are processed and signed by the Logistician in charge.
Procures the requested items in the shortest possible lead-time and against the most advantageous cost whilst taking into account that quality of the goods must remain within the ICRC standards.
Ensures follow up of the purchasing process until delivery of the goods and ensures official handover of items against signature of receipt.
Understands and fully adheres to the ICRC purchasing procedures and financial rules and uses these to ensure transparent and accountable purchasing activities.
Maintaining of adequate supplier pool within the assigned field of work.
Assists the Regional Purchaser upon request on regional purchases and updates on a regular base.
In coordination with the Regional Purchaser and the other purchasers, selects, assess and if possible registers suppliers according to ICRC regulations.
Reports any extraordinary issues to the Head of Logistics, Regional Purchaser and/or Regional Logistics Coordinator.
Hands over completed purchase files (inclusive of all relevant documentation) to the Office Assistant for inclusion in the RO filing system.
Assist and advise the Head of Procurement & Legal as well as the rest of the organization on all procurement issues.
Assists other logistics staff when required.
Assist with strategic financial management activities including annual budget development, financial planning and cash flowing, and financial reporting.
Coordinate the overall operation of ICRC purchasing function to ensure goods, works and services are provided at the most competitive rates.
Coordinate acquisition and disposal of ICRC vehicle fleet and plant. Contractor Management Drafting and negotiation of contracts and subsequent administration.
Preparation of Contract changes and amendments.
Review submissions from providers for conformity to contract specifications and make recommendations on acceptable contracts.
Direct activities concerned with contracts for purchase or sale of equipment, materials, products or services, all in accordance with ICRC standards, regulations and procedures;
Provide the Senior Purchaser in GVA with all necessary information in order to allow pertinent decisions to be made.
Support Impex department in import and export activity, launch transportation, shipping tenders, issuing contracts…
Support Water & Habitat (WatHab) department in Water and Shelters, Civil Engineering projects…
Assist, advice and supervise junior Buyers.
Carry out the day-to-day logistical functions of the program including, but not limited to: supporting logistical activities such as procurement, supply chain, stock management, warehousing, transport, facilities, maintenance and asset tracking; liaising with the relevant field manager to provide effective logistical support to the projects and the field teams.
Carry out frequent and thorough checks on the quality of equipment and supplies’, ensuring that items are maintained in a good condition and that PU-AMI is receiving ‘value for money’ on items purchased.
Work with relevant team members and field management, within the context of the local environment, to ensure the security of the PU-AMI base(s) and of all PU-AMI property and equipment.
Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing PU-AMI and ensuring good co-operation and partnerships.
Maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements.
Plan and organize work on site.
Coordinated regularly with the operational and other laboratory departments.
Control the site requisition movement and storage of all materials to, on and from the offshore barge and platforms.
Responsible for Logistic and Material section at site.
Provided customer service support and resolved any related queries and issues.
Complete required weekly/monthly reports on time.
Participated in on and off site visit to different locations for ocular purposes.
Offers emotional support and guidance to staff.
Monitor the daily drilling activities and manage mobilization of crew field surveys for borehole.
Monitor safe working instruction and procedures provision of manpower & labor rigs site management and report to main office daily.