Purchasing Assistant

The Purchasing Assistant acts as support for the logistics department and the purchasing personnel in the ICRC. Receives the visitors and suppliers, registers and treats/coordinates any information with confidentiality and accuracy in addition to dispatching electronic correspondences.　 Main responsibilities　 Ÿ Ensure proper filling of official Logistics documents – both hard copy and electronic.　 Ÿ Ensure proper storage of all Logistics documents according to the standards.　 Ÿ Coordinates proper updating and dispatching of documents according to standard distribution plan 　 Ÿ Manage records and directories for the entire department.　 Ÿ Assist the Purchase Department in filing and archiving of different types of documents　 Ÿ Manage photocopy machine, fax and other office equipment and consumables.　 Ÿ Manage shared resources (special office equipment, mobile phone pool, etc.)　 Ÿ Compiling WOR from the various Logistics units and dispatching as required.　 Ÿ Maintaining contacts update on Module file.　 Ÿ Arrange sending of any required items by pouch or shuttle.　 Ÿ Responsible for the follow up and booking of Logistics meeting room　 Ÿ Assist the purchase team during the bi-monthly order and distribution of the delegations stationary order. Shares data concerning that with the statistician　 Ÿ Responsible for the maintenance and regular update of the logistics contacts and group lists.　 Ÿ Receiving documents from suppliers/other departments, and distributing them to the staff.　 Ÿ Order various requests and assist the purchaser with small/regular procurement items.　 Ÿ Writes minutes of workshops and meetings upon request.　 Profile　 · High school or professional diploma　 · 2 - 3 years work experience in similar function　 · Very good knowledge of spoken and written English 　 · Very good computer skills　 · Good communication skills　 · Good analytical skills　 · Good teamwork skills 　 · Performs various office works such as typing, filing, mail preparation and distribution, photocopies, updates of lists　 · Assists colleagues in their daily tasks　 · Drafts standard correspondence