Procurement and Logistics Assistant

Overall Responsibility

Assisting the Logistics department in doing the overall logistic operations including procurement, shipment, transportation, distribution, fleet, and maintenance, in addition to filing and office work.

Logistical Duties and Responsibilities

Arrange the receipt and storage of supplies

Organise the transportation and distribution of supplies in coordination with logistics team.

Ensure that all items are supplied as per agreed specification.

Ensuring that all stock records are properly maintained and stock movements are   monitored

Finalize the assigned purchase request according to the procurement plan well in time in coordination with program and Logistics team

Assist in the collect of quotation and all procurements matter according to the plan.

Continues follow-up with suppliers and service providers for in time delivery of items and communicate to requisite department accordingly.

Verify the quality reports and good receiving.

Immediately inform the line manager for any matters related to the services delivery

Collect required documents from suppliers for all kind of services and submitted to line manager for verification.

Collect the all invoices from suppliers, prepare the payments documents and submit it to the line manager for verification.

Ensure the set-up of approved payment onto the AX system and print out all support documents.

Making hotel reservation on receiving the request from other departments

Payments to hotels against bills

Collection and submission of monthly utilities bills (Electricity, Telephone, and Mobile)

Handing over the assets to custodian and getting their signs

Physical verification of assets in offices of IR

Ensuring the pasting of tagging on asset in all IRL offices.

Keeping in record tag forms, photo copies of invoices, disposal forms and technical reports of assets.

Perform stock count

Maintaining the country office files according to IRL archiving standards and rules.

Assist the logistics coordinator with other logistics services when necessary.

Person Specification: Experience / Education/Skills- Essential    

A bachelor degree from an accredited University with major course in Business Administration or Related Field.

Minimum one year of relative experience, preferred with international NGOs.

Strong communication, interpersonal & technical skills.

To be ready to work overtime and readiness to travel.

Ability To

Work independently with minimal supervision.

Read, comprehend and interpret written materials of moderate to complex difficulty.

Records management systems (both automated and paper files) to ensure accurate maintenance of files and ease of retrieval.

Word-processing, spreadsheet and database software programs related to job functions.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Language                                                                       

Fluency in English & Arabic (written and spoken).

IT skills                                                                            

Proficiency in MS office and the ability to use software necessary for project management and reporting.

General Skills                                                 

V. Good technical reporting skills.

Strong planning, communications and coordination skills.

Ability to work under pressure and within a team.

Diplomacy, tact & negotiation skills.

Report writing skills.

Disposition                                                                    

Flexible & Patient

Ability to work on your own initiative as well as a part of a team

Sympathetic with aims & objectives of Islamic Relief

Empathy with & understanding of the basic teachings and values of Islam.

Islamic Relief considers the welfare and protection of children, young people and people at risk to be paramount to the organization. With a zero tolerance approach Islamic Relief have is committed to safeguarding people within our programs and projects from Exploitation and Abuse which also describe standards in behavior expected from the organization, its staff and representatives towards each other and those we serve. Any candidate offered a job with Islamic relief will be expected to sign Islamic Relief Safeguarding Policies and code of conduct alongside to their contract of employment

This job description may change based on the situation in the field. All staff are expected to show high level of flexibility in order to respond to the ever-evolving situation. Furthermore, he/she can be required to perform other related duties as identified by his/her supervisors.