Procurement And Logistics Assistant

PROGRAM/DEPARTMENT SUMMARY: The Procurement and Logistics Units fall within the Operations Department at Mercy Corps Lebanon which is committed to implementing and maintaining the highest standards of efficiency and integrity in the purchase of goods and services and in providing logistical support. The overriding objective for all Mercy Corps procurement activity is the prompt and effective provision of materials and services to Mercy Corps’ beneficiary populations in compliance with donor specifications. GENERAL POSITION SUMMARY: The Procurement and Logistics Assistant is responsible for facilitating the procurement activities in the field and is responsible for assisting the Logistics Officer in overseeing Mercy Corps’ logistics operations in the Bekaa. Working closely with Program, Administration, Finance and Logistics the Procurement and Logistics Assistant is instrumental in supporting program activities through his/her services. ESSENTIAL JOB FUNCTIONS: Procurement:  Daily coordination of MC procurement activities o Printing Purchase Requests (PRs) in coordination with Operations Management and Procurement Officer; ensuring that PR is given to originator for appropriate signatures  Has a full understanding of MC procurement policies and formats.  Collects quotations and bids from the market for PR-s as assigned by manager – as per Mercy Corps standards and formats;  Interact with Vendors during collection of quotations – explain Mercy Corps formats and ensure that vendors will use the provided forms.  Ensure fair competition and strictly adhere to MC procurement rules regarding vendor relations as described below:  Interact with vendors, in coordination with Operations Management; coordinating with Finance department to ensure payments are facilitated in a timely manner  Update on-going masterlist with all assigned purchase requests  Ensure goods are received in accordance with Mercy Corps standards.  Prepare the required documentation of supplies and transactions are completed to MC standards. Updating Completed PR Masterlist with all assigned PRs.  Preparing payments for all assigned procurements  File completed transactions as necessary  Assist the Operations management and office staff with procurement activities, as required;  Assists Operations Management with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets.  The Procurement Assistant will conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.  Other duties as assigned Logistics: Warehouse: • Assist in the organization and supervision of the Warehouse casual laborers and pick-up drivers; • Monitor the receipt, storage, loading and dispatch of stock/goods to MC warehouses and that they conform to the specifications as ordered on the original PR. • Ensuring that the Stock Cards accurately reflect the actual records of the stock Bin Cards at all times. • Maintaining MC warehouse documentation in an orderly and systematic filing system. • Maintain standards on health and safety, hygiene and security in MC Warehouses • Informs the Logistic Officer of any discrepancy in the accounting for the stock held. • Checking packaging for tears and spillages. Asset Management: • Properly Record and tag all assets and inventory old and new in line with MC policies and procedures. • Keep the asset register, asset cards and personal issue forms up to date with information of where each asset is/who it has been issued to. Send an updated asset register to the Logistics Officer on a monthly basis. • Perform a monthly asset check, report if any assets/inventory are broken, lost or stolen on the Inventory Loss/Theft/Damage report, to be countersigned by the Logistics Officer. • Perform a quarterly physical asset check with the Logistics Officer, print updated asset register, sign and file. • Record any damages or faulty items and arrange to have the fixed if possible/cost effective. • If any broken assets are repairable, arrange for their repair together with the Logistics Officer. Fleet Management: • Assist the Logistic Officer to assess all drivers’ skills and conduct Driver’s trainings. • Ensure that all vehicles have log books, and that all drivers or staff with driving privileges are filling them every journey. Any MC vehicle without log book or sheet is not to be used. • Ensure that all drivers are properly licensed and all vehicles have: spare tire, first aid kits, emergency tool kit, emergency contact numbers, internal vehicle numbers and MC branding. • Ensure that all vehicles are safe and road-worthy. • Maintain administrative vehicle files for each vehicle. • Monthly compilation of vehicle log-sheets. • Scheduling and management of drivers. • Schedule vehicle use to meet programmatic and operational needs. • Responsible for oversight of vehicle rentals including tracking of leases and payments. Other functions: • Providing reception at the Baalbeck Office. Ensuring the office is opened at 8:30am every day. • Ensuring the Baalbeck offices are maintained and stocked with all kitchen and stationary items needed (to include filling the monthly stationary lists). • Ensuring that all office management and facilities management activities are adequately being implemented • Receiving goods in the field and ensuring goods received notes are signed by suppliers. • Collecting timesheets from field based staff/other laborers and ensuring those are facilitated to Beirut by the final day of the month SUPERVISORY RESPONSIBILITY: None ACCOUNTABILITY Accountable for following Mercy Corps Field Procurement Manual, the MC Code of conduct regarding procurement activities and MC Conflict of Interest policy. REPORTS DIRECTLY TO: Operations Manager and Area Manager WORKS DIRECTLY WITH: Program, Finance and Operations staff KNOWLEDGE AND EXPERIENCE: Degree in a relevant business field is desired. Minimum 1 year experience in administration, logistics or supply chain management; international business or related field. Strong organizational skills; ability to interact effectively with international and national personnel. Good oral and written English skills. Good computer skills on MS Office programs, especially in MS Excel. A demonstrated ability to multi-task and process information into action as to not delay program activities. A clear understanding of procurement ethics and donor compliance is essential. SUCCESS FACTORS: • Conscientious with an excellent sense of judgment • Ability to work simultaneously on multiple tasks • Willingness and ability to work effectively with a wide variety of people • Excellent interpersonal skills • Ability to work as part of a team and coordinate with project personnel • Good spoken and written English • Computer literate and strong organizational skills.