Supply Logistics Assistant

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.

SOLIDARITES INTERNATIONAL (SI) has launched its operations in Lebanon in March 2013 to address immediate needs of both Syrian refugees and Lebanese affected by the Syrian crisis. Ever since, SI in Lebanon has transitioned towards more integrated programs to still address basic needs but also implement developmental and more sustainable interventions in WASH, shelter and Disaster Risk Reduction.

SOLIDARITES INTERNATIONAL’s mission in Lebanon has two operational bases (Tripoli and Zahle) and a coordination office in Beirut.

The expatriate team consists of 1 staff members, while the national team represents about 115 staff members. At the time of writing, SI LEB budget volume amounts to roughly 15/16 M USD, Tripoli base counted for 60% of this amount and Zahle base for 40%.

ABOUT THE JOB

General objective:

The Logistics Assistant Supply organizes and supervises the purchases for the programs and structure for his/her assigned base using procurement software LINK. He/she is a contributor to the procurement strategies and one of the guarantors for implementing and respecting Solidarités International purchase procedures. He/she is responsible for ensuring filing and archiving logistics documents linked to purchases. He/she is responsible for updating the documentation relating to the procurement follow-up.

The main challenges:

Full understanding of procurement software LINK. Proper usage of the tool.

Understanding and implementing SI procurement procedures.

Priorities for the 2/3 first months:

• Support Logistics Coordinator finalizing coming tenders

Responsibilities and main activities:

Supply Management:

• Apply and control SI procedures to all purchases of supply/services/work contract in accordance with LINK usage
• 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 
• 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
• Ensure that relationships with suppliers are monitored
• Report any difficulty/issue with supplier to the line manager
• Process the fixed/admin payments on timely manner

Implementation of purchasing process:

• Receive and distribute requests for quotes after verification and approval of PL raised on LINK 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             

YOUR PROFILE

Specific skills and experience:

• Minimum 2 years professional experience in supply, preferable in NGO context.
• Proficient in Microsoft Excel, Word, Power point and Outlook.
• Proven experience and knowledge of supply chain, policies and procedures (i.e., stock warehousing management, transportation, custom clearing, etc.). Experience of implementing supply chain related projects desirable.

Soft skills:

• Leadership, people management and development
• Ability to train, mobilize, and manage both international and national staff
• Planning and organizational skills
• Teamwork and communication skills
• Negotiation and networking skills
• High integrity and transparency
• Ability to multi-task and managing competing priorities
• Communication skills
• Organization skills
• Strong negotiation and analytical skills
• Can carry out related responsibilities with minimum guidance.

Language: Advanced proficiency in written and spoken English, knowledge of Arabic is an asset

SI WILL OFFER YOU

A salaried post: 1615 USD

Vacation: 1.5 days/Month

Social and medical cover: