Supply Assistant

GLOBAL OBJECTIVE OF THE POSITION   Based in Tripoli, under the responsibility of the Base Logistics Officer, the Supply Assistant will have to: Ensure and develop an efficient logistics support of the base, more specifically on procurement and stock management, in compliance with HI procedures   Ensure a smooth collaboration with the logistics team members and with the other departments ; Temporarily take on the basic tasks of the Base Logistics Officer in her/his absence.     HIERARCHICAL RELATIONSHIPS   Line manager (LM):  Base Logistics Officer Line manager+1: Logistics Manager   RESPONSIBILITIES AND TASKS DESCRIPTION   1.    Purchase management ·Implement and comply with HI Purchasing Procedures. ·Ensure that the purchases meet the needs, cost, quality & delivery time requirements, having in mind quality & sustainability of the purchased items. ·Carry out simple purchases (less than 65$) as defined by your LM. ·Process Quotation Requests & purchases according to Purchase Orders after the approval of your LM. ·Negotiate the price, delivery time and other purchasing terms with the suppliers. ·Ensure the collected purchase documents are compliant with HI procedures and provide them to the logistics and administration departments after completion of purchases ·Ensure a good communication with the requesters at all levels of the purchase process. ·If storage of the purchased item is not required, provide the requester with the given items ensuring that reception is properly done and documented. ·Clear the advance taken from the administration every week based on the purchase documents ·Identify new potential suppliers to develop our supplier list and create new sourcing opportunities. ·Take part in the analysis of the local purchasing environment and perform the market price monitoring at least twice a month.   2.    Stocks management ·Implement and comply with the Stock Procedure. ·Ensure the reception of the local freight (from suppliers or other bases), control the quantity and the quality of the received items, validate the reception and store the received items. ·Ensure optimal storage conditions of the items (on pallets/shelves, sorting by items…). ·Receive the Stock Request forms from programs, prepare the delivery and provide the requested items to requesters. ·Receive the Stock Return forms from programs and return the items in stock. ·Daily update the stock cards accurately. ·Ensure a proper documentation and sorting of this documentation for each stock movements (IN / OUT / LOSS) thanks to Stock Requests, Stock Returns, Reception Forms, Delivery Notes, Waybills, Stock Cards, Stock Reports and Bin Cards. ·Update the Stock Report weekly and send it to your LM. ·Perform a stock inventory, at least once monthly, at the end of the month. ·Alert your LM when the stock balances reach the minimum stock level. ·Participate in the data matching operations between stock files and programs data.   3.    Reporting ·Provide your LM with a weekly activity report if requested. ·Provide your LM with the Stock Report on a weekly basis and at the end of the month along with a Stock Inventory. ·Report immediately to the Field Security Officer and to your LM any security incident occurring inside or outside our working area. ·Inform your LM about any other information that may affect the security of HI activities and organization. ·Report any problem with the suppliers to your LM.   Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager  Work Experience A previous experience in a position related to logistics management is desirable. Other skills and competencies Organization and planning skills. Communication skills Capacity building skills Reporting skills Proper command of Word and Excel is required Personal Qualities Thoroughness, able to work in a multi cultural environment flexible creative and committed to humanitarian projects   TIME SCHEDULE   The working hours are the following: Monday to Friday – 8:30 am to 5:30pm   The working days could change in the future to fulfill 48 Hours/ week according to the Lebanese Law and if it is required by the line manager.