Logistics Assistant - Supply

ABOUT THE STRUCTURE…

Solidarités International is an International NGO working with vulnerable populations, mainly victims of armed conflicts and natural disasters. Specialized for nearly 40 years in the coverage of vital needs, S.I. takes charge of emergency and reconstruction programs.

With respect for cultures and close to the people, Solidarités International implements its programs by combining its skills with those of its employees and local managers.

Solidarités International's teams, made up of around 270 expatriates and nearly 2200 local employees, are today present in 18 countries in Asia, Middle East, Africa and Caribbean where they are particularly committed to fighting diseases related to unsafe water but also in the essential area of food security and livelihoods.

ABOUT THE JOB

Supply Management

• Apply and control SI procedures to all purchases of supply/services/work contract
• Carry out a purchasing environment analysis at the local level
• Contribute to the establishment purchasing timelines and update it, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
• Ensure that budgetary lines related to logistics are monitored and observed
• Supervise the preparation of purchasing documents and draft the contracts 
• Supervise purchasing, ensuring that approval rules and procedures are observed
• Select suppliers and negotiate prices, deadlines and delivery methods
• Ensure that purchasing documents are complete and archived in compliance with Solidarités International procedures
• Contribute in assessing the quality of the purchase/services/work in accordance with the technical advisors
• Implement purchases, monitoring adherence to validation regulations and procedures
• Ensure that relationships with suppliers are monitored
• Report any difficulty/issue with supplier to the line manager

Implementation of purchasing process:

• Receive and distribute requests for quotes and IOFs after verification and approval by his/her line manager to the purchase officers for processing; directly process requests when needed.
• Ensure that products purchased correspond to the requirements of the purchase officer's requirements in terms of quantity and quality
• Ensure that the format of, and information on quotes and invoices comply with internal and external regulations
• Ensure compliance with administrative procedures for the management of advances and payment of suppliers
• Monitor and update IOFs electronically

Human resources

• Participate in the hiring process for purchasers
• Ensure the continuous general training of purchasers
• Participate in the appraisal process of line report staff(s).
• Consult the line manager for any problem raised or caused by the purchase officers

Reporting/Capitalization

• Contribute to the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes)
• Ensure that internal order forms are monitored and that the status of each order is given to the person waiting
• Contribute to monthly logistics packs relating to procurement and pass on to the Deputy Logistics Manager Supply

Specific skills and experience:

• Education: university degree (bachelor or above) in procurement, logistics management, supply chain prioritized, civil engineering or generic business schools diplomas could be considered.
• Experience: -     Minimum of 2 years of relevant professional experience: supply management, procurement, logistics, construction management/project implementation - mandatory
• Knowledge of : security management principles and usual tools (desired), budget follow up or financial skills (desired)
• Previous experience with NGO is an asset
• Problem solving and analytical skills with the ability to assess challenges and recommend solutions
• Strong training/capacity-building skills
• Computer literacy with very good command of MS Office - advanced user with MS Excel –mandatory
  • Knowledge of VBA language is a strong asset
  • Knowledge of database management is a strong asset
  • Knowledge of IT hardware is an asset

Soft skills:

• Excellent diplomacy skills
• Good verbal and written communication skills
• Flexible (will have to take on responsibilities that might not be directly on his/her JD)
• Mobility to visit different locations (day trip) in Lebanon on a regular basis (weekly).
• Adaptability to changing work environment and possible volatile security situation
• Stress management skills: ability to work under pressure to meet tight deadlines, with peaks of heavy workloads;

Language:

• Fluent English and Arabic: speaking, reading and writing skills
• French are assets

Others: 

• Commitment to the fundamental principles of SI’s charter and ethos

ORG CHART POSITION (reporting and functional relationships)

Line manager: Deputy Logistics Coordinator

Line Report(s): N/A

The main challenges:

• Delivering required goods and services within program timeframe Reducing supply lead-time
• Ensuring full accountability vis-à-vis donor, before and after purchase
• Handling heavy workload – sometimes remotely

Priorities for the 2/3 first months:

• Understanding SI challenges and procedures
• Reducing supply lead time
• Improving reporting and archiving

Responsibilities and main activities:

• Supply management
• Process implementation
• Reporting

SI WILL OFFER YOU

A salaried post: 1,380 USD – Basic salary

Vacation: 1.5 Paid Leaves/month

Social and medical cover.