Admin / Procurement Assistant

Under the direct supervision of the Support Services Manager, the Admin / Procurement Assistant is responsible for providing IOCC - North (office & field staff) with any assistance required during the execution of their duties.

General Responsibilities

The responsibilities of the Admin / Procurement Assistant will be:

Administrative Responsibilities:

• Providing support at office level and field level to IOCC staff, to achieve their relevant tasks.
• Managing IOCC fleet and drivers operating in North Lebanon and Akkar.
• Reporting to the office during regular working hours and performing overtime work when needed.
• The Admin / Procurement Assistant hours of work are flexible; he should accomplish his tasks even if they are outside the office working hours. Compensation for overtime work will be provided in accordance with IOCC policies and procedures.
• The incumbent works closely with other departments: Finance, Administration, HR, Procurement & Logistics and Programs.
• Act as warehouse keeper and handle all transactions related to warehousing.
• Facilitating the transportation of needed items from the warehouse to field areas.
• Manage warehouse stock, receive, and dispatch items as per program needs.
• Maintain warehouse inventory and follow up on stock levels and expiry dates, in coordination with program staff for dispatching the needed items.
• Act as focal point for office needs (electricity, plumbing, schedule of staff, internet related issues, etc.)
• Manage stationary orders and ensuring stock levels are respected.
• Drive staff to their destination in T5 area, when necessary.
• Maintain the vehicles safe and clean and report incidents immediately.
• Stay up to date with the security situation in the area and report any security incidents and situation to the security coordinator.
• Attend the security relevant meetings.
• Monitor closely the security situation in T5 and Akkar and timely notify the staff of the updates, and incidents.
• Performing other duties as required.

   

Procurement Responsibilities:

• Coordinate with project staff to assist in procurement project needed items.
• Monitor production timelines & track progress with vendors & project coordinators to meet deadlines.
• Coordinate with accounting department to resolve merchandise invoice discrepancies.
• Keep record of all procurement, bidding, quotations, results, and analysis and make them available to auditors, finance, programs ….
• Identify, research, and evaluate vendors for quality and pricing.
• Contact and negotiate with suppliers.
• Help and support local program staff to purchase and to survey suppliers, ensuring that supplies and goods are obtained at the best possible prices.
• Procure items/supplies/services needed to meet the project objectives.
• Prepare the bidding documents/conditions.
• Secure offers as per IOCC procurement regulations.
• Plan / Assist and prepare all bids and the relevant documents.

Qualifications

• Knowledge and Skills:

A good understanding of English (oral & written)

Familiar with Microsoft Office applications.

• Competencies: Good communication skills; friendly and easy going to accommodate with people. Good sense of direction and to be discrete.

Experience: Three to five years of work experience. Relevant experience in similar position with an International Organization is an asset.

Working Conditions

Located in IOCC Tripoli office, with possible field trips.