Logistics Assistant - Zahle

ROLE PURPOSE: To ensure efficient, accountable, timely delivery of goods/services to program and operation teams in line with SCI and donor procurement policies. SCOPE OF ROLE: Reports to; Logistics Coordinator Reporting to: none   KEY AREAS OF ACCOUNTABILITY: Procurement • All procurement is carried out in accordance with appropriate Save the Children policies, standards, Country Logistics manual and where required, donor rules.  • All procurements carried out have clear specifications, are best value for money, transparent, accountable, subject to fair competition and are meeting agreed lead times and programme needs.  • No procurements are carried out without Budget Holder approval, either directly or as properly delegated.  • Suppliers are managed professionally, impartially and with no appearance of impropriety. • Documentation demonstrating accountability for each order is filed appropriately. • Convene and facilitate Procurement Committee meetings (CBA) for any procurement requiring quotations, as per SCI Lebanon procurement thresholds; obtain all required approvals. • Assure the implementation and follow up of Contracts and Framework agreements. • Receive and process invoices, process payment of suppliers for items delivered. Follow up the payment process with Finance to ensure SCI fulfils its obligations to suppliers.   Warehousing Management: Daily Follow-up • Alerting warehouse staff to the arrival of procured or donated goods ahead of their delivery and ensuring the appropriate accompanying paperwork is passed to warehouse staff to receive and inspect the goods  • Organizing transport arrangements between warehouses and to distribution locations, ensuring goods are transported in appropriate conditions according to their specific requirements and providing the appropriate documentation to accompany the transport. • Ensuring all incoming and outgoing stock is managed according to the Warehousing and Stock Management Standard, Policy and the Country Logistics Manual. • Ensuring all associated paperwork is completed and filed correctly so that there is a clear auditable trail for all stock movements  • Ensuring all goods are tracked by Description, Source of Funds (SOF) Code and Project Code  • Alerting Budget Holders/Program Managers when stocks are approaching minimum stock levels or perishable goods are approaching their expiry date, and carrying out any required destruction of stock  • Loading, offloading and stacking goods (additional staff may need to be hired for specific dispatches)    Asset Management:  • Assists the Logistics officer to ensure that all assets are recorded, managed and disposed of according to the SCI Asset Guidance within the SCI Finance Manual (section 5), with tasks including:.  • Tagging of all new assets • Issuing and filing of all Asset ID cards, ensuring they are approved by the relevant Budget Holder • Filing of all relevant documents associated to the assets (Asset ID cards, donation certificates, lost & theft reports, repair forms, etc) • Ensuring damaged or broken assets are reported and filing of all Repairs/Return Requests • Ensure lost or stolen assets are reported and filing of lost & theft reports.   Relationship management • Ensure/maintain positive working relationships with SCI colleagues, both program and logistics staff • Communicate effectively the status on procurement via weekly tracker update and responding to any inquiries.  • Be proactive in advising program staff of delivery schedules, any pending decisions to be made about procurement, product specifications, and grant end dates   Reporting & Administration • Assure the Procurement Tracker is updated. • Assure the Supplier database is updated; • Ensure that Procurement hard and soft archiving is up to date and backups of key documents are kept.   QUALIFICATIONS AND EXPERIENCE AND ATTRIBUTES   Essential • Fluency in written and spoken English and Arabic. • Highly computer literate, particularly with Excel   • Experience in Fleet Management and/or Asset Management. • Ability to write reports. • University degree in Business or any related field   Desired • Previous experience working for NGOs.