Logistics Supply Assistant-Hi Emergency Division-Beirut

Based in Beirut, under the direct responsibility of the Logistics Supply Officer, you will: 1. Ensure professional logistical activity:  1.1   Ensure a good application of HI procurement procedures:  1.1.1     Apply on a daily basis the processes (purchases, stock management, TSA, filing and administration…).  1.1.2     Maintain good communication lines within the Logistics Department and different departments.  1.1.3     Report, Audit and Administer     1.1.3.1  Perform daily printing, scanning and auditing of files.     1.1.3.2  Edit under the supervision of the Logistics Supply Officer a weekly activity report and                 forecast (Procurement, Stock, and TSA).   1.2    Ensure the management of purchases for Beirut Offices and Guesthouses: 1.2.1       Apply HI procedures to all purchases of items/services done from Beirut Offices and Guesthouses. 1.2.2       Ensure the collected documents are compliant with HI procedures: supplier stamp, signature...etc. 1.2.3       Identify suppliers, collect all the necessary information on them and request quotations if demanded               by Line Manager. 1.2.4       Make sure to always consider value for money having in mind quality and sustainability of the goods. 1.2.5       Contribute in assessing the quality of the purchase in accordance with the technical advisors. 1.2.6       Check the merchandise purchased for quality and quantity, control the conformity of the goods               upon suppliers delivery and request technical validation from Applicants if any doubts. 1.2.7       Make sure that packing list and waybill for the items sent to HI projects are issued and properly used. 1.2.8       Transfer the goods to the applicant making sure reception is validated. 1.2.9       Make sure that TSA for Beirut base (table of follow-up of purchases and the one for equipment) is               updated on a daily basis. 1.2.10     Make sure that Contract Follow-up for Beirut base is updated on a monthly basis. 1.2.11     Prepare the weekly treasury plan for all payments including the monthly, weekly...etc, under the               supervision of the line manager and send request to Finance Assistant. 1.2.12     Report any difficulty/issue with supplier to line manager. 1.2.13     Ensure and Follow-up the payment of the expenses for Beirut Offices and Guesthouses in coordination               with the Administration Department. 1.2.14     Manage, register and close weekly advances for the petty cash spent for the daily logistics expenses.   1.3    Ensure the management of the stock for Beirut Offices and Guesthouses:  1.3.1      Apply HI procedures in stock management for Beirut Offices and Guesthouses. 1.3.2       Maintain a good level of stock for logistics related items. 1.3.3       Ensure a good management of the stock of stationeries and welfare. (Reception of the local freight at               office, Check-up and classification of all delivery notes…etc.) 1.3.4       Make sure the storage management procedures are respected (when it is the case): Stock items               request, stock cards, Delivery Notes. 1.3.5       Crosscheck regularly inventory levels of the stocks in order to avoid any shortage. 2. Maintain Security Level: 2.1  Keep aware of the security situation in the area of activity of the mission and the region in which it is        located and transmits this information to your hierarchic superiors. 2.2  Report any incident inside or outside the base to his line manager. 2.3  Inform your Line manager any information that might affect security of the staff. 2.4  Provide immediate feedback in case of incident in and around our working area to your Line Manager.   RESPONSIBILITIES AND ACTIVITIES OF LOGISTICS SUPPLY ASSISTANT DESCRIBED IN THIS JOB DESCRIPTION ARE NOT EXHAUSTIVE AND CAN EVOLVE ACCORDING TO PROJECT NEEDS.   THE CANDIDATE’S REQUIREMENTS       1 to 2 years experience on a similar position   Computer literacy   Reliable, rigorous and well organized. Able to manage priorities   Able to ensure neutrality and sens of confientiality   Excellent reporting skills in written and spoken English and arabic Good communication capacities Ability to manage an important work load   EDUCATIONAL BACKGROUND:   Bachelor Degree in Business or equivalent     CONTRACT CONDITIONS   Period of employment: six month renewable contract   Starting date: 1/04/2015   The salary will be defined regarding the HI salary scale on-going.