Logistics, Procurement and Finance Assistant

Overall Responsibility

Assisting the Logistics department in doing the overall logistic operations including procurement, shipment, transportation, distribution, fleet, and maintenance, in addition to filing and office work in Bekaa office.

Logistical Duties and Responsibilities

1. Arrange the receipt and storage of supplies
2. Organise the transportation and distribution of supplies
3. Ensuring that all stock records are properly maintained and stock movements are   monitored
4. Oversee the hiring of properties and premises as required ensuring those contracts, leases and other agreements are properly prepared and updated so as to meet agency needs
5. Ensure that communications systems (telephone, email, radio, mail and courier services, etc) function effectively and efficiently in the deployed field office.
6. Manages vehicle fleet, drivers and support staff (technicians and messengers)
7. Implements, controls and maintains an effective communications system between operational and managerial departments in terms of office related issues.
8. Assist management in any other matters as required.
9. Handling the Supply request
10. Perform stock count
11. Drive Islamic relief Lebanon car and take the staff to the desired working place
12. Insure the Islamic Relief driving policy is well implemented.
13. To Check IRL cars in the field on a daily basis in terms of fuel, oil, water and scratches.
14. To follow the log books of each car and to coordinate the date of cars revision with the car rent company.

Procurement Duties and Responsibilities

1. Responsible for reviewing all the logistics invoices and keep data updated
2. Assist the Procurement Officer in purchasing and collecting quotations.
3. Archiving (Logistics Files and settle procurement files)

Financial Duties and Responsibilities

1. Maintain a system to monitor and forecast cash requirements to meet administrative and project expenditures.
2. Handling petty cash/ Cash Advance requests
3. Maintain accurate and effective financial controls on all transactions incurred by the field office as part of project implementation.
4. Processing invoices with third parties.
5. Keeping accurate records for all daily transactions

Person Specification: Experience / Education/Skills- Essential  

• A bachelor degree from an accredited University with major course in Business Administration or Related Field.
• Minimum one year of relative experience, preferred with international NGOs.
• Strong communication, interpersonal & technical skills.
• To be ready to work overtime and readiness to travel.

Ability To

• Work independently with minimal supervision.
• Read, comprehend and interpret written materials of moderate to complex difficulty.
• Records management systems (both automated and paper files) to ensure accurate maintenance of files and ease of retrieval.
• Word-processing, spreadsheet and database software programs related to job functions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Language                                                                            

• Fluency in English & Arabic (written and spoken).

IT skills                                                                                

• Proficiency in MS office and the ability to use software necessary for project management and reporting.

General Skills                                                   

• V. Good technical reporting skills.
• Strong planning, communications and coordination skills.
• Ability to work under pressure and within a team.
• Diplomacy, tact & negotiation skills.
• Report writing skills.

Disposition                                                                        

• Flexible & Patient
• Ability to work on your own initiative as well as a part of a team
• Sympathetic with aims & objectives of Islamic Relief
• Empathy with & understanding of the basic teachings and values of Islam.