Supply Assistant

PRESENTATION OF HANDICAP INTERNATIONAL Handicap International is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights. Handicap International is a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.   For more details on the association: http://www.handicap-international.org   Handicap International is composed of 3 operational divisions: Emergency Response Division (ERD) Mines Division Development Division   MISSION CONTEXT   The Emergency Response Division in Lebanon was created in April 2012.  The provision of support to health structure is provided directly by Handicap International physiotherapist and technical advisor.  The identification, assessment of the needs, referral and direct provision of services is done trough 18 outreach teams (composed of one social worker as case manager and one physiotherapist supported by 4 psychologists and/or psychosocial workers) and trough 4 fixed points in the communities (in community centers to allow more efficiency reducing the time to reach the beneficiaries). An additional team in Bekaa and North Lebanon will be focusing on the community sensitization, training to humanitarian workers and the identification of potential local partners. In Lebanon, the provision of household essential items including food, NFI and unconditional cash assistance to cover essential winter basic needs of the most vulnerable refugee newcomers will be done in HI area of intervention (54 villages in Central and West Bekaa) through current dedicated outreach teams and distribution teams.     ACCOUNTABILITIES   Line manager: Logistic Officer............................................................................ Line manager+1: Logistic Manager............................................................................................... Supervise:None.. in direct coordination with: Program department and Admin department.............     RESPONSIBILITIES   Objective 1:  Purchases management and quotation request   Activities/Main duties: Ensure that the purchases meet the needs, cost, quality & delivery time requirements, having in mind quality & sustainability of the purchased items. Verify and crosscheck purchase needs and requirement with the adequate requesters in matter of packaging, minimum quantities and quality. Check the quality of the items you purchase and inform your line manager in case of item non appropriate or any other problem. Track the status of any orders Ensure the collected purchase documents are compliant with HI procedures and provide them to the logistics and administration departments after completion of purchases Ensure a good communication with the requesters at all levels of the purchase process. Clear the advance taken from the administration every week based on the purchase documents With cooperation with the store keeper, ensure the reception of the local freight (from suppliers or other bases), control the quantity and the quality of the received items and validate the reception.   Objective 2:  Identify and negotiate with suppliers   Activities/Main duties: Negotiate the price, delivery time and other purchasing terms with the suppliers. Identify new potential suppliers to develop our supplier list and create new sourcing opportunities. Take part in the analysis of the local purchasing environment and keep up to date a price list and suppliers database   Objective 3:  Apply HI procedures   Activities/Main duties: Upon request, prepare all the documents needed to make a complete Purchase File (quotation request, Purchase Order, Reception Form, Delivery Form…) Inform your line manager in case of any missing document that doesn’t allow the good respect of procedures Check that all the documents needed for procedures are correctly filled, contain all the information needed and are written in appropriate language.   Objective 4:  Ensure a regular feedback to your line manager / Reporting   Activities/Main duties: Ensure a regular feedback to your line manager Update every week the follow up purchase file (TSA) Report and inform your Line Manager (LM) about any information that may affect the security of HI activities and organization. Report any problem with the suppliers to your LM.   Objective 5: Scanning and Archiving   Activities/Main duties: Ensure a proper filing of all the Logistics Files Update weekly the Log assistant with all the new files or documents done in order to scan them and update his folder. Ensure all the files are properly organized in folders and properly archived   REQUIREMENTS   At least 2 years work experience, or 1 year work experience in a management position Experience in the field of logistics is preferable Sense of relationship and responsibility Proactive Strong planification and organizational skills is highly recommended Common Sense Diplomacy Capacity to work in team and autonomously Excellent Computer Skills Fluent in English mandatory (oral and written), French would be an asset; Fluent in Arabic mandatory Negotiation skills would be appreciated       JOB CONDITIONS Remuneration: according to HI salary grid Starting date: ASAP Duration/ Type of contract:  Till the end of the Project............................................................................................... Social insurance:Covered by Handicap Internationalccording to HI salary grid............................................................