Junior Logistics Officer

General Tasks

1. Purchase Request Management

• Review assigned purchase requests on a daily basis from the Logistics Manager.
• Clarify request details with the requester when necessary.
• Participate in inception meetings for assigned projects when required.
• Verify that the purchase request includes all required documentation and approvals.

2. Procurement Planning and Compliance

• Ensure procurement activities comply with arcenciel procedures and applicable donor procurement rules.
• Ensure procurement documentation is complete and properly archived for audit and compliance purposes.

3. Procurement Execution

• Prepare Requests for Quotation (RFQ) for simple procurement requests.
• Conduct market research and identify potential suppliers using the supplier database and market scanning.
• Obtain official quotations from suppliers.
• Prepare quotation comparison sheets for internal review.
• Draft purchase orders and submit them for validation.
• Follow up with suppliers to obtain order confirmation.
• Track supplier deliveries to ensure adherence to agreed timelines.
• Notify the stock team of expected delivery dates and relevant details.
• Prepare reception documentation and coordinate with the requester to confirm acceptance of goods.

4. Tender Support

• Receive and record tender submissions from suppliers.
• Assist in organizing tender opening sessions.
• Prepare minutes of meetings and tender evaluation documentation.

5. Supplier Management and Market Monitoring

• Monitor supplier performance related to delivery timelines and quality of goods or services.
• Identify and register potential new suppliers and update the supplier database.

7. Fleet Monitoring Support

• Follow up on vehicle tracking and update fleet information in the database.
• Monitor maintenance and repair needs of vehicles and report issues.
• Update fleet and driver records in the fleet database.
• Report anomalies related to vehicle usage or fuel consumption.

8. Records, Systems and Reporting

• Support inventory monitoring and periodic inventory cycles when required.

9. Team Contribution and Collaboration

• Collaborate effectively with members of the logistics department to ensure smooth coordination of procurement and logistics activities.
• Maintain clear and professional communication with internal departments, project teams, and suppliers.
• Share relevant information with colleagues to facilitate operational efficiency and continuity of work.
• Contribute to problem-solving and continuous improvement initiatives within the logistics team.

10. General Responsibilities

• Comply with arcenciel policies, procedures, and internal regulations.
• Ensure confidentiality and proper handling of sensitive procurement and supplier information.
• Maintain organized documentation and records related to logistics activities.

Requirements

Skill set and competencies

• Ability to conduct market research and supplier sourcing.
• Basic knowledge of contract and supplier management processes.
• Proficiency in Microsoft Office, particularly Excel for data tracking and reporting.
• Strong organizational and time management skills.
• Ability to manage multiple requests and priorities simultaneously.
• Attention to detail to ensure accuracy in documentation and procurement processes.
• Problem-solving skills to address procurement or delivery issues.
• Strong communication skills for coordination with internal departments and external suppliers.
• Ability to work effectively within a team environment.
• Professional integrity and respect for confidentiality.
• Adaptability and ability to work in a dynamic operational environment.
• Proactive attitude and willingness to support team objective

Level of education and experience: Bachelor’s degree or equivalent, major in Business administration, supply chain, accounting or any related field with 0-2 years of experience.

Working Conditions

• Workplace : Office based, Jisr El Bacha Center
• Working Schedule :  Full-time position, Monday to Friday, from 9:00 AM to 5:00 PM.
• Type of contract : 1 year contract renewable depending on performance and after successfully passing the 3 month Probation period evaluation.