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.

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 Supply Chain (SC) Officer is a key position within SC and carries responsibility for the integrity of the IRC SC system. The SC Officer must be able to rapidly procure program supplies, services and equipment, logistics tasks, while ensuring best practices and maintaining audit-compliant records – related to the Supporting Lebanon ’s Immediate Social Recovery Services project.

Overall Responsibilities:

Specific responsibilities related to the World Bank Supporting Lebanon ’s Immediate Social Recovery Services include the following:

• Provide procurement services for IRC Lebanon asrequired by the World Bank project.\
• Implement and / or maintain standard IRC Lebanon procurement policies and procedures and ensure that procurement is carried out in accordance with IRC Lebanon and donor-specificpolices.
• Evaluate partners’ capabilities and provide capacity building if needed.
• Monitor partners procurement process.
• Provide assistance to the partner in implementing the support plan.
• Attend procurement committeemeetings.
• Coordinate with Finance, Admin and Program departments to ensure integrated internal controls,timely payment of vendors and full, auditable supportdocumentation.
• Ensure that a transparent and responsive procurement process is implemented and maintained; generating bids analysis and Purchase Orders and Paymentrequests.
• Routinely communicate, coordinate and plan with the relevant requesting staff / programs regarding the order and delivery ofsupplies.
• Review Items forecast (request raised by requester via Integra, IRC ERP system)
• Process the items requirement and prepare POs on Integra, IRC ERP system
• Update Step system (world bank system)
• Support the partners in the process of procurement of medicines as per the IRC pharmaceutical SOP related to partners;
• Support in visits to pharmacies for prequalification purpose Ensure that all supplies, services and equipment required are delivered oon time.
• Establish and maintain ethical and professional working relationships withsuppliers.
• Maintain supplier information for regularly purchased items and be informed of current local marketconditions.
• Support and provide appropriate training for procurement and program staff asrequired.
• Advise the SC Senior Officer on procurement specific issues and requirements.
• Be a part of Master Service Agreement (MSA)/Master Product Agreement (MPA) in tendering process
• Anticipate in Market study process for Agreement extension.
• Update the PRTS on daily basis
• Update the partners tracker on weekly basis
• Update regularly the contract management tracker
• Manage the sourcing strategy for all items and services within the procurement team.
• Support in receiving the items at the partner premises (for partners under CIKs)
• Create the product receipt on Integra (IRC ERP system)
• Undertake assets inventory and warehousing.
• Maintain the adequacy of storage conditions including cold chain, where required.
• Report discrepancies
• Perform batch and expiry date management.
• Create a batch number on Integra (IRC ERP system) when needed
• Importing process: Check the number of packages against the cargo manifest, check packaging and cases and inform the Senior Procurement Officer of any problems (missing or damaged goods, etc.)
• After receipt, immediately update the stock cards, recording the reference number of the receiptdocument, and put the goodsaway.
• Give the cargo manifest, packing list and certificate of the items received to the Senior Ops Coordinator, 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 thewarehouse
• Perform any other duties or tasks delegated by SC Senior Officer and Senior Procurement Manager.
• Generate and / or maintain an IRC Pre-qualified Vendor database.
• Generate and / or maintain a comprehensive price list for goods, services and equipment purchased by IRC.
• Produce routine purchase status reports for Senior procurement Manager, Programs and Finance.
• Work closely with the senior officer on power BI trackers
• Update Donor requirements and follow up closing grants Requests (Item forecast, Item requirement and purchase requests).
• Attend meetings with partners and monitor activities.
• Execute requests in a timely manner and based on Standard Operating Procedures (SOPs).
• Update Procurement reports (assigned by SC Senior Officer and Senior Procurement Manager).

Key Working Relationships:

Position Reports to: Senior supply chain Officer

Position directly supervises: N/A

Indirect Reporting: Senior Procurement Manager

Other Internal and/or external contacts:

Internal: Supply Chain, Finance, Programs and Partnership teams

External: Service Providers, Suppliers and Partners