Logistics Assistant- Purchaser

The purchaser is responsible to ensure that all purchases are ordered on the base level in a timely manner following ACF internal logistics procedures. He/she will also in charge of proper archiving of all purchase dossier.

Objective 1: Ensure the smooth running of the supply chain (planning, order, purchase, storage, and deliveries) (40%)

• Prepare and review the supplier purchase orders the purchase dossiers related mainly but not exclusively to direct purchases and framework agreement execution
• Deal with the orders according to AAH procedures
• Prepare the necessary documents: Suppliers Purchase Order (SPO), etc…
• Purchase the articles that have been ordered and respect the logistics procedures of AAH
• Keep requesters informed on the advancement of their orders
• Organize and follow the deliveries
• Compile documentation to establish and get a complete Purchase Dossier
• Translate from Arabic to English all the document provided by suppliers
• Liaise with Supply officer to fill information in PFU
• Make sure the purchase orders are accurate
• Organize the purchase according to the deadline of the delivery expected
• Prepare the SPO and guaranteeing that it is signed by all parties
• Organize the work with car availability
• Prepare PRs issued from Logistics

Objective 2: Manage relationships with suppliers (15%)

• Develop good relations with suppliers
• Negotiate the prices with suppliers
• Submit and collect quotation requests
• Compare market prices
• Keep the Suppliers list up to date
• Keep the price catalogue up to date
• Compare the prices on the market between different suppliers
• Explain to suppliers how to fill the quotation requests
• Make sure the quotation requests are accurate
• Ensure suppliers database is updated
• Explain to some suppliers what is AAH and what is our mandate

Objective 3: Liaise with AAH Administrative Department (20%)

• Review invoices before submission to Admin department
• Transfer the approved invoices to the accounts department for payment to suppliers, together with all documentation required for a full purchase dossier
• Arrange with Admin about cash advance and return the advances on time
• Verify that all invoices include the necessary information and make copies

Objective 4: Archiving Management (15%)

• Scanning the finalized Purchase Dossier
• Scanning all the documents related to the Supply Chain (PR, SRO, DN, etc…)
• Archiving the Hard copies in an organized way
• Archiving the Soft copy on the NAS/NHF/TEAMS channel
• Make scan of the documents on weekly basis
• Make sure the archiving system is clear and easy to find documents

Objective 5: Ensures compliance in the SCM (10%)

• Improve the awareness of AAH policies in SCM
• Implementation of spot checks to procedures carried out at mission level
• Carries out audits to procurement procedures based on the application of the KitLog v3.7 and the donor guidelines
• Identify risks in the SCM and the mitigation measures
• Reinforce the “explanatory note” strategy ensuring all the dossiers are understandable for external eyes.

Objective 6: Security

• Respect the security rules specified in the mission and base security plan, see to it that the team under his/her responsibility complies with the security plan and perform the security management tasks that can be assigned in its protocols.
• Communicate to the security managers of the working location any security related information or noncompliance with the security plan

Objective 7: Support humanitarian activities of Action Against Hunger

• Support the emergency interventions of the organization as per the employee’s abilities.
• Support any activity that helps reaching our humanitarian goals, as per the employee’s abilities.
• Promote gender equality within the humanitarian and/or development work

Training/ Education:

High School certificate with professional experience in logistic/clerical work. University degree preferred on Business Administration, Logistics, Industrial Engineering or related

Technical specific knowledge:

Supply Chain management, warehouse keeping, basic IT knowledge.

Previous experience:

2 years minimum experience working on projects related to Logistics at humanitarian aid organizations and/or international donors or private sector.

Humanitarian sector knowledge:

Is an asset

Action Against the Hunger knowledge:

Is an asset

Languages:

English & Arabic compulsory (written and verbal), French an asset.

IT and specific systems:

Knowledge of Microsoft Windows environment, intermediate Excel level required, Intermediate Microsoft word and PowerPoint, Outlook desirable

Action Against Hunger – Lebanon seeks to promote gender equality and is committed to empowering women to participate effectively in their communities, we strongly encourage women to apply.

We Strongly encourage people with disabilities to apply.

ACF has a zero-tolerance policy on sexual exploitation, sexual harassment, and abuse (SEA)