Position Purpose
The Procurement Officer is responsible for managing all procurement activities for GASCF's humanitarian health project in Lebanon, ensuring that goods, services, and works are acquired in a timely, transparent, cost-effective, and fully compliant manner in accordance with GASCF's procurement policies and institutional donor requirements. The role covers the full procurement cycle from needs identification and market assessment through supplier selection, contract award, delivery verification, and contract management and ensures that GASCF's procurement processes uphold the highest standards of accountability, value for money, and zero tolerance for fraud or corruption. The Procurement Officer works closely with program, finance, medical, and administrative teams to anticipate procurement needs and maintain an efficient supply chain for the project.
Key Duties, Tasks and Responsibilities
- Develop and maintain a comprehensive annual procurement plan for the project, in coordination with program, finance, medical, and operational teams, aligned with the project workplan, budget, and anticipated procurement needs.
- Manage the full procurement cycle for all goods, services, and works in accordance with applicable procurement thresholds, methods, and approval requirements including petty cash purchases, request for quotations (RFQ), request for proposals (RFP), and formal tender processes.
- Draft, issue, and evaluate RFQs, RFPs, and ITTs; convene Procurement Committees; prepare comparative bid analyses; and document evaluation decisions with full justification in compliance with GASCF and donor procurement rules.
- Negotiate contracts, service level agreements, and framework agreements with suppliers, ensuring favorable terms, clear delivery schedules, quality standards, warranty provisions, and appropriate liability clauses.
- Coordinate the procurement of medical supplies, pharmaceutical items, prosthetic and orthotic components, rehabilitation equipment, and operational goods, ensuring compliance with applicable technical specifications and health standards.
- Conduct supplier prequalification, due diligence, and market assessments to identify reliable, compliant, and cost competitive vendors for key procurement categories.
- Maintain a current, approved vendor database and manage supplier performance, addressing delivery failures, quality deficiencies, or contractual breaches through documented escalation processes.
- Monitor delivery timelines, inspect received goods against specifications and purchase orders, and coordinate with suppliers to resolve discrepancies, shortages, or quality issues promptly.
- Ensure all procurement documentation including quotations, comparative analyses, evaluation reports, procurement committee minutes, contracts, purchase orders, delivery notes, and payment authorizations is complete, organized, and audit ready at all times.
- Maintain the procurement tracker, providing regular status updates on outstanding orders, delivery timelines, and budget utilization to the Finance Manager and Project Manager.
- Identify and manage procurement risks, including potential conflicts of interest, supply chain disruptions, fraud indicators, and single source dependency, escalating concerns to management immediately.
- Support the Finance Manager and Finance Officer in ensuring procurement expenditures are correctly coded, within approved budgets, and fully supported by procurement documentation for audit and donor reporting purposes.
- Maintain the Master Asset Register in coordination with the HR & Admin Officer, ensuring all assets procured are tagged, recorded, and periodically verified.
Required Qualifications and Experience
- Education: Bachelor's degree in Supply Chain Management, Business Administration, Logistics, or a related field.
- Experience: Minimum three (3) years of procurement experience in an NGO, donor funded project, or international organization in Lebanon. Experience procuring medical supplies, pharmaceutical items, or health equipment is strongly valued.
- Technical Skills: Strong knowledge of competitive procurement procedures, bid evaluation methods, contract management, and donor procurement compliance requirements. Proficiency in Microsoft Excel and procurement tracking tools.
- Languages: Native fluency in Arabic; working proficiency in English.
- Core Competencies: Integrity, analytical thinking, negotiation, attention to documentation, risk awareness, organizational skills, and an absolute commitment to transparent and ethical procurement practice.
Prevention Against Sexual Exploitation and Abuse
GASCF has a strict policy of “zero tolerance” for sexual exploitation and abuse (SEA). THE EMPLOYEE affirms that it has received, read, and understood this policy and has undergone relevant training to ensure compliance. THE EMPLOYEE and its employees, staff, and/or subcontractors shall not be involved in any act of sexual exploitation or abuse.
For the purposes hereof, sexual exploitation means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially, or politically from the sexual exploitation of another; and sexual abuse means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. THE EMPLOYEE shall take all necessary measures to prevent sexual exploitation or abuse by any of its employees or other individuals engaged and under its control and shall take immediate corrective action in the event that any such situation occurs.
Preventive and responsive measures shall include, but are not limited to:
- a clear prohibition against any involvement in acts of sexual exploitation or abuse;
- mandatory background checks for all personnel prior to recruitment;
- PSEA (Protection from Sexual Exploitation and Abuse) training for all personnel;
- mandatory reporting of all allegations of SEA;
- referral of all survivors of SEA to immediate and professional assistance;
- thorough investigation of all reported allegations of SEA and implementation of appropriate corrective actions. Any breach of this provision by THE EMPLOYEE shall entitle GASCF to terminate the contract with immediate effect.
