Logistics and Procurement Officer

ROLE TYPE: 1 year FTC

LOCATION:  Beirut, Lebanon 

REPORTING TO: Head of Procurement

CLOSING DATE: 12th September 2024

ABOUT ARK

ARK is a social enterprise, empowering local communities through the provision of agile and sustainable interventions to create greater stability, opportunity and hope for the future. 

We believe that strong, resilient communities are the foundation of local, national, regional and international development and stability – and ultimately a safer, peaceful and more prosperous world. At ARK, we have delivered research and programmatic interventions validating this approach in over twenty countries since 2008. As a social enterprise we work in partnership with communities, our donors, and other implementers to build local capacities, generate opportunity and bring about sustainable change. 

Learn more about our impact here:  https://www.ark.international/impact

About the Role

ARK’s Logistics and Procurement (L&P) department manages the acquisition and flow of goods, services, and payments through ARK's supply chain, ensuring strict adherence to all relevant regulations and standards.

We're now recruiting a Logistics and Procurement (L&P) Officer to support ARK's UK Government-funded project in Lebanon in achieving its objectives. The successful candidate will work closely with the project team and the head of logistics and procurement to provide comprehensive supply chain support. The role's primary responsibilities include collaborating with requesting parties to develop high-level specifications and statements of work, competitively sourcing goods and services to ensure value for money, coordinating the timely delivery of goods and services, and ensuring all purchases comply with internal, client, and legal regulations.

What you'll be doing

Procurement

• Collaborate with the project team to define specifications and statements of work for the purchase of goods and services.
• Lead procurement activities to support project outcomes in accordance with compliance protocols.
• Manage competitive tenders, including drafting and issuing documents, coordinating evaluations, overseeing approvals, and making purchase recommendations.
• Ensure accurate and timely filing of procurement documents on ARK's SharePoint powered filing system.
• Process invoices and request and monitor supplier payments in accordance with ARK's commitment to prompt payment.
• Support and assist Finance and the Compliance team in preparing documentation for financial reporting and donor audits. 

Contract Management

• Collaborate with the project team to develop, negotiate, and manage contracts with suppliers and service providers, ensuring all terms and conditions are adhered to and outputs delivered.
• Monitor contract performance and address any issues or disputes to maintain project integrity.
• Oversee contract renewals and amendments, ensuring timely and accurate updates to contract terms as needed in consultation with the project team.
• Identify and mitigate contract risks, implementing strategies to safeguard the project's interests.

Inventory management:

• Record and update equipment data within ARK's inventory system to reflect changes in status as it progresses through the procurement cycle.
• Manage the receipt, storage, maintenance, and distribution of equipment in line with ARK's protocols.
• Conduct periodic inventory inspections and report findings on inventory reports.
• Monitor equipment flow throughout the procurement cycle and address any issues and blockages.

Travel

• Coordinate with ARK staff and consultants to arrange flights, accommodation, and visa requirements.
• Maintain timely and organised filing of all travel-related documents.
• Compile and reconcile project travel documentation with the travel agent's Statement of Account (SOA).
• Support the Finance Department in reconciling project staff travel expenses.