Procurement & Logistics Assistant

Main 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 Cash Request / Supply request
10. Perform stock count
11. Responsible for reviewing all the logistics invoices and keep data updated
12. Assist the Procurement Officer in purchasing and collecting quotations.
13. Archiving (Logistics Files and settle procurement files)
14. To Check IRL cars on a daily basis in terms of fuel, oil, water and scratches.
15. To follow the log books of each car and to coordinate the date of cars revision with the car rent company.

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.