POSITION: Procurment & Logestics Officer
PLACE OF PERFORMANCE: Benghazi with domestic and international travel
START DATE: June 2023
Position profile
The Procurement and Logistics Officer oversees the entire Procurement process, from finding suitable suppliers to negotiating prices and placing orders. They also manage the logistics of procured products or services, ensuring they are transported and delivered to the required locations. Additionally, they provide operational and grant support, confirming that all procurement activities comply with project policies. Ensure integrity, compliance, fairness, accuracy, and openness in procurement processes.
Reporting
The Procurement and Logistics Officer reports to :
Senior Procurement and Operations Manager (DAI)
The Regional Program Manager
Operation Finance Manager (IRI)
Location Benghazi Libya.Tasks
- Follow up as necessary to ensure compliance with terms and conditions in collaboration with the RPM, Program Development Officer (PDO), and Grants Specialists.
- Prepare monthly projections for grant activities for submission to the Senior Finance Manager, and actively track the clearance rates and disbursement rates of the activities.
- Conduct market research in preparation for local procurement of goods and services for the project and identify local and regional suppliers of goods and services.
- Track requisitions from staff to ensure timely and accurate completion; provide regular updates to requestors.
- Procure both high-volume commodities and small purchases for the project.
- Work directly with local or regional vendors and service providers to obtain quotations and/or initiate procurement of requested commodities and services. Prepare a Bid Comparison Matrix listing details of quotes for the procurement committee to identify the selected vendor for procurement.
- Prepare all pre-solicitation documentation, evaluation, and post-award documentation including writing source selection memorandums documenting the procurement, evaluation, selection, and negotiation summaries.
- Monitor, participate in, and/or witness evaluation panels for high-level procurements
- Negotiate prices and contracts with vendors.
- Ensure the procurement process follows USAID and company regulations for cost reasonableness, allowability and
- Inspect goods or verify services, confirm delivery, and receipt of goods, and monitor the use and disposition of goods.
- Proactively liaise with vendors for final invoices and submit them to Finance Department for processing.
- Maintain the overall integrity of the procurement filing system by ensuring that appropriate documentation is included in each procurement file. Prepare and ensure that files have all necessary administrative forms for project-related items, such as travel, and keep all in a filing system.
- Maintain the project’s commodity management tracking system and ensure all required documentation is maintained in procurement files.
- Visit selected warehouses to consolidate shipments and/or repackage purchased commodities. Where required, assist the RPM in preparing waiver requests or other procurement-related approval documentation.
- Provide procurement status reports and inventory summaries as requested by project staff.
- Travel as required to inspect and/or receive delivery of equipment at activity sites.
- Participate and stay informed of the strategic programmatic objectives in order to support the development of budgets with realistic procurement timelines and budgets aligned with the intent of the initial activity design.
- As needed, actively participate in problem-solving and troubleshooting throughout the grant cycle to ensure implementation remains within the spirit of the original design concept.
- Liaise directly with Finance IRI and with the project’s home office DAI regarding international procurement and payments, when applicable
- Participate in the activity kickoff meeting with grantees to ensure that the grantees understand what information must be provided to articulate and clarify specifications that are in line with the grant budget and intent of the grant.
- Manage day-to-day operations in field offices, including managing facilities, equipment, and inventory, and regional in-country logistics.
- Work with drivers to coordinate vehicle and transportation needs.
- Assist in coordinating events, conferences, and regular training sessions that are to be organized by the project.
- Responsible for handlining over and receiving equipment from staff during on-boarding/off-boarding,
- Support in inventory control, asset management, and reporting of inventory to the home office IRI and DAI. Tracks equipment usage; prepares and files equipment check-out forms
- Undertake other duties as assigned by supervisor.
Qualifications
- A Bachelor’s degree.
- Five years of experience with purchasing in Libya and obtaining quotations from multiple
- Ability to manage and prioritize multiple concurrent bids
- Strong organizational, management, analytical, and administrative skills including attention to detail.
- Experience and a good understanding of procurement procedures of international organizations and/or USAID-funded projects. Flexibility, creativity, and the ability to maintain a rapid and demanding pace of work are also required.
- Ability to work in a professional and cordial manner with fellow staff members, visitors, and partner institutions, including international and local NGOs, governmental entities, support organizations, and the public.
- Working proficiency in basic office computer applications including MS Word and Excel.
- Arabic and English fluency is required.To apply for this position, please submit your resume and cover letter to libyajobs@iri.org with the job title in the subject line. by 13th May 2023 Emails without such indications will not be considered. only shortlisted candidates will be contacted.
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