Admin & Logistics Assistant

Under the direct supervision of the Project Manager and the Support Services Manager, the Admin & Logistics Assistant will be responsible for providing IOCC - North (office & field staff) with any assistance required during the execution of their duties.

Responsibilities and Essential Functions

• Admin, Security & Safety Responsibilities:
• Providing support at office level and field level to IOCC staff to perform the relevant tasks.
• Managing IOCC fleet and drivers working in North Lebanon and Akkar.
• Managing drivers’ schedule and trips, preparing daily movement plans.
• Assisting the following departments: Finance, Administration, HR, Procurement & Logistics, Programs.
• Supporting in having the office and field staff sign HR/ admin documents as needed.
• Driving staff to their destination in T5 and Akkar areas, when necessary.
• Maintaining the vehicles safe and clean and reporting incidents immediately.
• Staying up to date with the security situation in the area and reporting the security incidents and situation to the Logistics / Safety Officer based in Beirut office.
• Attending the relevant security meetings.
• Monitoring closely the security situation in T5 and Akkar and timely notify the staff of the updates, and incidents.
• Performing other duties as required.
• Working hours are flexible and may vary based on operational and project requirements. The Office Assistant is expected to complete assigned tasks as needed, which may occasionally extend beyond regular office hours or include weekend availability. Any additional time worked will be compensated through time off in lieu, in accordance with applicable policies.

Logistics and Procurement Responsibilities:

• Handling the delivery of all equipment and materials from and to the warehouse and facilitating the transportation of such equipment and materials to the needed areas.
• Managing warehouse stock; following up on stock levels and expiry dates.
• Maintaining warehouse inventory; receiving and dispatching items as per program needs.
• Acting as focal point for office needs (electricity, plumbing, schedule of staff, internet related issues, etc.)
• Managing stationary orders and ensuring stock levels are respected.
• Coordinating with project staff to ensure compliant and adequate procurement of items/supplies/services needed to meet the project objectives.
• Monitoring timelines & tracking progress with vendors & project officers to meet deadlines. Plan, assist and prepare bids alongside the relevant documents.
• Coordinating with accounting department to resolve merchandise invoice discrepancies.
• Keeping record of all procurement, bidding, quotations, results, and analysis and make them available to auditors, finance, programs ….
• Identifying, researching, and evaluating vendors for quality and pricing.
• Preparing the bidding documents/conditions.
• Securing offers as per IOCC procurement regulations.

Qualifications

Knowledge and Skills:

• A good understanding of English (oral & written)
• Familiar with Microsoft Office applications.
• A good physical condition (ability to carry and lift boxes, load and unload vehicle etc....)

Competencies:

• Good communication skills; friendly and easy-going to accommodate with people.
• Good organization and planning skills.

Experience:

• 3 to 5 years of work experience.
• Relevant experience in similar position with an International Organization is an asset.

Working Conditions

• Located in IOCC Tripoli office, with possible field trips.