ROLE PURPOSE:
Responsible for procurement, planning, reporting, and ensuring compliance with SCI policies and procedures. Collaborate and coordinate with programs, support departments, and field offices to maintain a harmonized operational system. Ensure efficient and effective procurement services that support program implementation and manage the sourcing and purchasing of goods and services to provide the best value for money. Procurement processes must be fair, competitive, transparent, and in compliance with donor rules and applicable laws. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
CHILD SAFEGUARDING:
Level 2: either the post holder will have access to personal data about children and/or young people as part of their work; or the post holder will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore, a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).
SCOPE OF ROLE:
Reports to: Supply Chain Manager
KEY AREAS OF ACCOUNTABILITY:
Procurement Planning:
- Support and lead the development of project procurement plans; update procurement plans quarterly for emergency response.
- Consolidate all procurement requests for products/services and update the sourcing pipeline accordingly.
- Serve as a voting member of the procurement committee for purchases up to $100,000 (“sourcing procedure”) and lead the procurement process for amounts exceeding $100,000. Ensure that tender documents for Open Tender & Formal Quotation are in place and compliant with SCI policies and procedures. Lead the procurement process and outcomes, including RFQs, evaluation criteria with scoring schemes, CBA, MOM, drafting agreements, and issuing POs at the national level.
- Support the drafting and implementation of ITTs & TORs for operations and program requests above $100,000, and lead the entire process.
- Coordinate with TAs/PMs and AMs to agree on standard kits for projects and advise the Supply Chain Manager on the appropriate kits.
- Support the development of contingency plans for emergencies and draft emergency preparedness plans upon request from the SCM, and lead on emergency requests.
- Facilitate and support donor audits and external audits.
Programme implementation/management
- Coordinate and prepare information for purchasing from active/secured budgets and collaborate with budget holders.
- Ensure all procurement activities comply with Save the Children's policies, standards, SCI Global Procurement Policy and Manual, and where applicable, donor regulations.
- Ensure that all procurements are based on clear specifications, provide the best value for money, are transparent, accountable, and conducted through fair competition, while meeting agreed lead times and program needs.
- Apply quality assurance SOPs upon receipt of goods.
- Draft and establish contracts/agreements through proper procurement processes, ensuring timely payments, delivery, and compliance with agreed terms, including cap limits, at the national level.
- Validate purchase requests by confirming budget codes through the BVA (Budget Versus Actual) report.
- Lead the procurement processes for hiring external individual consultants and consultancy firms, as per the SCI procurement manual for consultants, and draft contracts while managing payments upon the submission of deliverables.
- Hire external auditors for auditing grants upon project completion, in accordance with donor requirements.
- Communicate procurement status effectively through weekly tracker updates and respond to any inquiries.
- Proactively advise staff on delivery schedules, pending procurement decisions, product specifications, and grant end dates.
- Receive and process invoices, ensure supplier payments for delivered items, and follow up with Finance to guarantee SCI meets its obligations to suppliers.
Programme design/development
- Lead on the sourcing procedures (Drafting Tenders, Formal Quotation Process) and leading on the procurement process and outcome (RFQs, CBA, MOM, Drafting the agreement, Issuing POs).
- Schedule and organize procurement committee meetings with voting members, technical advisors and observers and maintain a proper records of the meeting events by developing a Minutes of Meetings (MOM).
- Follow SCI’s Negotiation Strategy
- Drafting Benefit Approval Form (BAF) after major negotiations and discounts.
- Provide advice and input on prices of goods/services based on historical data and market analysis for designing budgets.
- Ensuring Supply Chain KPIs are maintained within the minimum requirement by seeking products/services that offer the best value for money within the shortest timeframes.
Team management and capacity building
- Manage and supervise Supply Chain Assistant to enhance the capacity in the department and ensure that the procurement processes comply with SCI’s Global Procurement Policy and Manual.
- Build capacity for Supply Chain Assistant and Team (Non supply chain), assuring all staff are aware of supply chain policy & procedure, and working through the source 2 pay (procurement system) for raising purchase request.
Partnerships management:
- Conduct partnership assessments (PAT) and capacity building when requested by SCM/AM
- Provide technical guidance for partners when requested by SCM/AM
- Conduct verification and monitoring visits for partners when requested by SCM/AM
- Support the implementation of the partners’ capacity building plans when requested by SCM/AM
Assets Management
- Ensure that the supply chain assistant is tracking correctly (Inventory check, Assets tracker, assets relocation, disposal, coordination with field offices and country office).
- Follow up with supply chain assistant and maintain Save the Children Asset Management System (registration, control and tracking).
- Follow up with supply chain assistant and manage to keep up-to-date lists of all assets and inventory items in compliance with Save the Children policy and update on monthly basis.
- Follow up with supply chain assistant and manage to cooperate with relevant departments to ensure proper tracking methods are followed to monitor the movement/changes of any assets across the country and ensure proper control/handling of equipment at all times.
- Follow up with supply chain assistant and manage to ensure damaged or broken assets are reported and filing of all Repairs/Return Requests.
- Follow up with supply chain assistant and manage to ensure that a Quarterly Physical Checks in all field offices are done on Assets and inventory items and missing items reported correctly.
Warehouse & Distribution:
- Manage all aspects of the movement and storage of goods to ensure timely and efficient delivery.
- Organize deliveries by coordinating between suppliers and warehouses. This involves scheduling pickups, managing transportation, and ensuring goods arrive at the warehouse on time and in good condition.
- Oversee relationships with third-party logistics providers, including negotiating terms and managing service quality. Handle customs clearance processes to ensure imported goods comply with local regulations, minimizing delays and additional costs.
- Manage the internal flow of goods within the organization, including transferring products between different warehouse locations, monitoring inventory levels, and ensuring alignment with distribution requirements.
- Ensure that goods are distributed to beneficiaries efficiently and on time, coordinating with field teams and transport providers. This includes planning the distribution schedule, preparing necessary documentation, and troubleshooting any issues during delivery.
- Ensure goods are handled and stored according to quality standards, with appropriate documentation and adherence to safety regulations, minimizing the risk of loss or damage.
- Serve as a liaison between various stakeholders—including suppliers, warehouse personnel, field teams, and logistics providers—to align activities, share information, and address challenges in real time.
External relationships/Representation
- Deliver the SCI Child Safeguarding induction for the suppliers including (Money Laundry, Human Traffic, Anti-Fraud etc…).
- Conducting Market Assessment every 6 months to check the availability of supplies in the market and USD/LBP prices of goods/services.
- Assess the market regularly for new suppliers to supply the recurrent needs of activities/ projects.
- Register new suppliers in SCI’s supplier database and do the proper vetting process
- Supplier Management (Monitor and evaluate the performance of the suppliers based on the quality of the goods and services).
- Develop and maintain relations with different suppliers in order to ensure a stable supply of goods or services.
General
Source 2 Pay Sourcing License “Key User”:
- Handle sourcing & complex procurement process.
- Ensure all requests, orders and agreements are executed in Source 2 Pay (ProSave) properly.
- Analyze the monthly Supply Chain reports and share the narrative of the findings with the Area Manager, budget holders, head of departments, and Head of Supply Chain:
- Procurement Report
- Supplier database
- KPIs report
- Asset Register
- Procurement Plans (for each grant)
- Sourcing Pipeline
- Warehouse Report
- ProSave “Procurement user” for BCO, anyone can refer to me for support in ProSave (Procurement online system).
- Ensure and analyse the Monthly Reports and share the narrative of the findings with the budget holders and head of departments, and Head of Supply Chain:
- Procurement Tracker
- Supplier database
- KPIs report
- Procurement Plans (for each grant)
- Sourcing Pipeline
- Making sure all procurement processes are documented and archived in soft and hard copies and are well organized and ready for internal/external audit review
QUALIFICATIONS
- University degree in a relevant field of study
- Fluency in both Arabic and English written and verbal
EXPERIENCE AND SKILLS
Essential:
- Minimum 2 years of experience in Procurement and contracts management; preferably within a humanitarian context.
- Certificate in SCI procurement essentials
- Proficient in MS Office applications
- Strong organization and negotiation skills and good attention to details.
- Ability to write reports and business correspondence.
- Good communication and influencing skills. Ability to effectively communicate with multi-level personnel as well as vendors and their representatives.
- Ability to work in and contribute to team building environment.
- Strong interpersonal and communication skills.
Desired:
- Chartered Institute of Supply and Management (CIPS) or similar international Certification
- Have previous experience in Lebanon and previous similar responsibilities in implementing similar context projects and activities
Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Safeguarding our Staff:
The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
