Lebanon: Senior Procurement Manager

CONTEXTUAL BACKGROUND

The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Inside Syria, 7.6 million people are internally displaced and 12.2 million are in need of humanitarian assistance, with 4.8 million in hard-to-reach areas. There are 4 million Syrian refugees in neighboring countries. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.

IRC is offering a robust humanitarian response to the Syria crisis. With an annual budget in excess of $140 million and a rapidly expanding portfolio, supported by more than 1,250 staff in the region, IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, education, women’s protection and empowerment, NFI and food distribution, cash assistance, water and sanitation, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination

Job Overview/Summary:

Working under the supervision of the Supply Chain Coordinator based in Beirut with travel to IRC Lebanon- field offices as required, the Senior Procurement Manager is a key position within Supply Chain, responsible for the efficient coordination and management of all procurement functions for IRC’s office in Lebanon and carries responsibility for the integrity of the IRC procurement system. The Senior Procurement Manager will also be responsible for the standardization of policies and good Procurement practices across all the field offices and will require regular travel to provide technical support to the field-based procurement staff. Senior Procurement Manager must be able to ensure rapid procurement of all program supplies, services and equipment, whilst ensuring best practices and maintaining audit-compliant records, and accordingly being able to:

• Proactively engage with Supply Chain Coordinator, and key staff (Program and Finance) on all procurement matters to ensure that programmatic and project planning incorporates sufficient funding for procurement needs and support mechanisms.
• Work with Field Offices Procurement staff and Head of Field Offices to ensure the implementation of the IRC’s procurement standard operating policies and procedures.
• Direct line management of Beirut procurement staff, and technical management of field based procurement managers.
• Familiarize with various donor regulations related to Procurement field and ensure that Procurement policies and procedures are in compliance with applicable IRC and donor policies, procedures and requirements.

Major Responsibilities:

Compliance:

• Assist in the development of in-country procurement policies and procedures in compliance with the IRC standards & reviewed/approved by the Supply Chain Coordinator.
• Monitor the policies and procedures to ensure that they are kept updated and relevant to the in country situation and IRC programming requirements.
• Ensure that compliance with policies is documented through systematic and random verifications of policy implementation and Procurement records, based on a schedule agreed with the Supply Chain Coordinator.
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
• Promptly inform the Supply Chain Coordinator of any areas of concern of potential or suspected violations of policies and procedures.
• Ensure there is no negative audit observations/findings related to Procurement. If required corrective actions plans are developed & implemented to address audit findings.
• Ensure that issues of compliance are standardized across all field sites.

Staff Management

• Directly manage Beirut based Procurement Officers, and assistants and support them in oversight of procurement issues, ensuring planning and delivery of staff capacity building activities.
• Identify staffing and/or skill gaps and see that these gaps/needs are filled; support the recruitment of all the procurement staff and provide day to day supervision of the Procurement department.
• Provide feedback through regular performance evaluations-semi-annual review.
• Ensure that any staff discipline follows a progressive methodology which provides for clear and structured improvement.
• Provide constructive feedback and counsel on appropriate career paths and professional development.
• · Develop/maintain the orientation material for Procurement department, and present this orientation to all new staff, for ensuring full understanding of roles, responsibilities and compliance issues.
• Develop long term plan for continued quality leadership by providing staff development and succession plans.
• Promote and monitor staff care and well-being; approve and manage all leave requests to ensure adequate coverage.
• Offer leadership support for successful adherence by staff to IRC’s Global HR Operating Policies and Procedures.
• Supports Field-Procurement staff in oversight of procurement functions in field offices and sub-offices in Lebanon through structured and regular visits, inclusion of procurement staff in capacity building activities, and review of monthly reports.

Procurement Management & Reporting:

• Provide on-time, standard monthly reports to the Supply Chain Coordinator for example but not limited to PRTS.
• Compile monthly reports received from field offices to provide country procurement reports.
• Update and / or maintain an Anti-Terrorism Compliance (ATC) check database.
• Update 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 Supply Chain Coordinator, Programs and Finance.
• Provide recommendations to the Supply Chain Coordinator for procedural or policy changes to enhance procurement effectiveness, internal controls or cost efficiencies.
• Lead procurement staff meetings to ensure and promote planning for and responsiveness to program needs, improvement in understanding of policy and procedures across the procurement team and the development of a motivated and cohesive team.

Procurement:

• Implement the strategic direction and priorities for the Procurement Department of IRC- Lebanon that are set by the Supply Chain Coordinator, and put in place country policies and procedures to ensure effective Procurement management.
• Determine resourcing requirements, review budgets and assist in shaping country-wide Procurement staffing structure to meet program delivery needs.
• Lead the delivery of procurement activities in line with the IRC-policy and procedures, and ensure these activities are timely effective and efficient in meeting the needs of program, and that the speed flow of process is in line with having appropriate controls, and checks.
• Ensure procurement processes are conducted in a manner that is timely, compliant with IRC and donor procedural requirements, and that all goods, services and works purchased represent value for money.
• Establish framework agreements for routine supplies in coordination with the Supply Chain Coordinator.
• Follow-up and monitor implementation of procurement plans for all grants, and on a weekly basis.
• Conduct market surveys with Procurement Officers/Assistants to ensure that a standard catalog of supplies available, is updated on a quarterly basis;
• Support program staff in supply planning and forecasting;
• Monitor and supervise the local and international procurement (occasionally in collaboration with the RSCD and GSC); ensuring accountable and efficient procurement service provision to program and support departments.
• Ensure that all procurement is conducted in a fair and transparent manner, and that is fully documented and is in full compliance with IRC policies and any relevant donor policies
• 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
• Lead and attend all procurement committee meetings.
• Act upon any delays in procurement or abnormalities observed through Purchase Request Tracking Sheet (PRTS).
• 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.
• Any other tasks as assigned by the Supply Chain Coordinator. Be prepared to tackle other tasks commensurate with your role and level of experience at short notice when necessary

Key Working Relationships:

Position Reports to: Supply Chain Coordinator

Position directly supervises: Procurement Officers and assistants

**Indirect Reporting: Field-Procurement Staff (Qobayat, Bekaa, Tripoli, and Tyre)
Other Internal and/or external contacts: **

Internal:DDO, Procurement team, Finance Team, Programs team

External: Service providers, Suppliers.

Job Requirements:

• Degree in relevant discipline such as purchasing, logistics & supply chain, humanitarian logistics;
• Chartered Institute for Purchasing and Supply (CIPS) Certification, while not required, would be a strong asset for the role;
• A minimum of 3-4 years of experience in humanitarian procurement with progressive management responsibilities;
• An understanding of, and commitment to, IRC’s mission and values;
• Previous experience with IRC in a similar position is a strong asset for this role;
• Positive and professional attitude, able to organize, maintain composure and prioritize work under pressure;
• Experience purchasing a wide range of goods and services and being familiar with several international donor purchasing and reporting requirements;
• Proven ability in the implementation of large-scale procurement for various humanitarian programs;
• Ability to write narrative and produce analytical spread sheet reports;
• Proven computer literacy in MS Word, MS Excel MS Outlook and related programs required;
• Spoken and written fluency in English and Arabic are essential;
• Willingness to put in extra hours as required;
• Ability to pay support visits on the IRC-fields;
• Excellent communication and interpersonal skills required;
• Able to work independently within a team environment;
• Highly motivated, results-oriented, and with well-developed problem-solving skills;
• Ability to work independently and lead a large team of national staff;
• High level cultural sensitivity and adaptability;

Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a national of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Syria Response Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.

Working Environment*:* The position will be based in Beirut with travel to Field Sites.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation. Please submit your application by email to lb.recruitment@rescue.org with the job title in the subject line. Recruitment will be done on rolling basis and only short-listed candidates will be contacted.