Supply Chain Assistant

Job Overview/Summary: Working under the supervision of the Supply Chain Manager based in Beirut the Supply Chain Assistant is responsible for supporting the delivery of efficient and effective administrative support to the IRC offices. Major Responsibilities: General Administration Responsibilities: Maintain centralized contact lists including staff, program visitors and partners; Perform all other ad-hoc duties, as and when assigned by supervisor Facilities Management & Supplies Receive, log and follow-up on  requests from staff for space, accommodation and supplies; Identify and receive requests for any needed repairs and/or supplies on guesthouses and permanent staff residences and refer to SC department for action, when necessary; Maintain inventory records for office supplies (stationary, cleaning and kitchen supplies, toners etc.), monitor usage and promptly prepare Purchase Requests for restocking; Ensure all office equipment is stocked with required supplies (toner, paper etc.). Refer any maintenance required to IT Officer and SC department; Review and verify bills received for facilities (office, guesthouses, permanent staff residences) including utilities, maintenance, provision of standard supplies, new furniture or equipment and prepare payment requests; Maintain a schedule for occupancy of the IRC guesthouses, ensure guesthouses are ready and appropriately stocked for incoming visitors Maintain and update the master lease tracking sheet. Maintain and update the master facility expense tracking sheet. Oversee and support Cleaners;   Assets: Support the Asset Management Officer by carrying out a documented quarterly physical check of assets for sites. Procurement: Receive the goods/materials after cross checking with the PO/contract by preparing IRC standard Delivery Report Collect all the needed documents for the payments per IRC rules and regulations. Combine the needed documents to prepare the payment requests per IRC rules and regulations with coordination of Procurement Manager; Photocopying all the payments documents Archive the payments per Supply Chain archiving system Prepare the IRC standard Waybill to distribute the received materials Maintain and update the payment tracking sheet Coordinate with Finance, Admin and program departments to ensure payments are set on time Any other duties or tasks delegated by Procurement Manager; Labeling and re-organizing the existing SC files Key Working Relationships: Position Reports to:  Supply Chain Manager Position directly supervises:  N/A Indirect Reporting:   Other Internal and/or external contacts: Internal: Procurement team, Finance Team, Programs team External:  Service providers, Suppliers and Landlords. Job Requirements: Interest in humanitarian and refugee issues At least 1 year experience in similar position, preferably with an INGO, or multi-sector humanitarian relief or development projects. Ability to work as a member of a team essential Languages:  Fluency in Arabic and ability to communicate clearly and effectively in English required.  INGO experience preferred Ability to independently organize work and prioritize tasks. Self-motivated, honest, highly responsible, and punctual. Positive and professional attitude, able to organize, maintain composure and prioritize work under pressure, work overtime when necessary and be able to coordinate multiple tasks and maintain attention to detail. Working Environment:  The position will be based in Beirut with travel to Field Sites.