Procurement Assistant

1-             Assist the Procurement and Logistics Officer in conducting overall Logistical needs within the office, including Procurement, Property, Assets Control. Supply, Building Maintenance, Vehicles, Drivers Management. Dispatch-Transportation related tasks.   2-             Assist the Logistics / Procurement Officer regarding procurement requests and requirements, to consolidate the Beirut Office overall procurement requirements and optimize purchasing power.   3-             Ensure that the Purchase Requisitions submitted to Procurement Unit are perfectly completed; regarding needful signatures, WBS/s, justifications, and the final authorization of the Country Program Coordinator or the designated officer.     4-             Assist the Logistics and Procurement Officer in the Identification and evaluation of vendors against performance, reliability, quality, value of money, delivery of equipment/service in respect of the organizations’ best interests and donors’ mandate. Assist in soliciting bids or quotations for conformity to specified requirements, select vendors, and confirm terms of payment and terms of delivery. Ensure while conducting a bidding process the proper selecting criteria based on; the value of money, quality, compatibility, payment method, warranty, after selling services, and the company profile / reputation.   5-             Complete all Procurement and Logistics related forms; like Purchase Requests, Bids Analysis Summary, Purchase Orders, Assets Disposal Forms, Deeds of Donations, Deeds of Sale, and the Payment Request, also assist in tracking the needful signatures from the various signatories.   6-             Follow up with providers on the agreed delivery period which meets the projects implementation schedule.   7-             Follow-up on Purchase Orders status and keep customers abreast of estimated time of delivery or any changes that may affect or modify the pre-determined delivery conditions.   8-             Ensure all expected merchandise is received in accordance with PO/Contract specifications, and that all goods are in good condition.   9-             Conduct first review of vendor invoices to ensure compliance with PO/Contract and goods/services received.   10-          Submit with supporting documentation Payment Requests to finance unit to initiate in mission payments or Mission Payment Requests for HQs.   11-          Responsible for registering and updating the assets into PRISM, affixing asset stickers and carrying out the regular asset physical check.   12-          Ensure that the “Goods Received Notes – GRN” are made and signed by the Requisitioner when the services have been rendered and/or the goods have been received.   13-          Ensure that the “Assets Assignment Forms – AAF” are made when issuing assets to staff for IOM usage and “Assets Handover Forms – AHF” when receiving back to stock.   14-          Ensure appropriate records regarding assets disposal procedure; Coordinate with the Logistics and Procurement Officer to ensure assets are located accordingly and used in IOM’s best interest.   15-          Ensure proper storage of IOM documents and records for proper utilization.   16-          Archiving system update and management with proper labels.   17-          All database systems update and management.   18-          Any other duties within the incumbent’s capabilities that might be assigned by the Logistics / Procurement Officer.