Administrative & Procurement Assistant

Job Summary

The Procurement Assistant will prepare procurement packages and provide administrative support to staff and the Operations Manager.

Position Responsibilities

• Prepares, maintains, and reviews purchasing files, reports and price lists;
• Assists with developing bid specifications;
• Process requisition orders. Verify accuracy, terminology and specifications;
• Contacts suppliers to schedule or expedite deliveries, resolve shortages, missed or late deliveries to ensure contract terms and company needs are met;
• Maintains policies and procedures of organizational and government regulations affecting purchases and shares information with management, staff members and vendors;
• Compares prices, specifications, and delivery dates to determine the best bid among suppliers;
• Maintains documentation of purchase orders and verifies invoices for payment with accounting;
• Develops and maintains necessary records and files for efficient operation;
• Assists with developing and revising procurement operating procedures and policies as needed;
• Provides meeting support as needed (e.g. scheduling conference rooms, coordinating food, logistics).
• Provides administrative support to staff to the Operations Manager.
• Reports to the Operations Manager.

Minimum Requirements

• 0-3 years experience in administrative tasks for NGOs, such as preparing procurement packages.
• Experience establishing startup operations/projects in new countries preferred.
• Has sensitivity to cultural diversity and understanding of the political, contextual, and ethical issues in Palestinian refugee camps in Lebanon.
• Articulate and professional and able to communicate in a clear, positive fashion with clients and staff.
• Prior work experience in a non-governmental organization (NGO), government agency, or private company of progressive program management experience in humanitarian assistance or related industry experience in a relevant technical area is preferred.
• Bachelor Degree or its International Equivalent in Supply Chain, Logistics, Economics, Finance, Engineering or Business Administration.
• Ability to read, write and speak English and Arabic