Logistics & Procurement Assistant

Job Purpose

The Logistics Assistant reports directly to the Project Manager and will be responsible for coordinating and supervising all logistics & procurement related matters at the distribution site and for the whole project.

Main Responsibilities

- Timely and duly prepare procurement & logistics plans for the office and projects and monitoring of their implementation

- Assisting with the scheduling of distribution activities and site preparation

- Preparing the relevant logistic plans related to cars and staff movements

- Documenting logistics activities with logs, reports and any required supporting documentation

Procurement:

• Identifying vendors/suppliers
• Conducting market assessments for goods and services when needed
• Collecting offers and quotations as needed
• Assisting in bids analysis and technical reviews
• Ensuring the offers/bids are in line with the requested specs
• Preparing Purchase Requests as needed
• Ensuring items/materials availability according to needs
• Controlling quality and quantity of goods and services delivered
• Managing inventory and reporting regularly on assets

Cars and transportation

• Ensuring the good respect of Mercy-USA’s transportation procedures and vehicles maintenance.
• Checking and validating the vehicle log books
• Monitor the use of vehicles (consumption and mileage, damages, administrative documents)
• Preparing and completing orders for delivery or pickup according to schedule and in coordination with the relevant manager

Minimum Hiring Requirements 

- Education: University degree (Bachelor’s degree or higher) in Business Management, Accounting or relevant field of study

- Experience: At least three years of professional experience (after completion of university degree) in procurement and/or logistics management. Working with an international humanitarian & development organization is an added value

- Language: Good oral and written communication skills in Arabic and English

- IT skills: Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint

Please note this position relies on donor funding and final approval, if for any reasons the funding is blocked or delayed, Mercy-USA reserves the right to take action including terminating the hiring process and/or the contract immediately.

COMPETENCIES 

Corporate Competencies: 

• Demonstrate integrity and respect to Mercy-USA’s values and mission
• Display cultural, religious, racial, gender, age and nationality sensitivity and adaptability along with respect to all
• Promote the vision, mission, and strategic plan of Mercy-USA in Lebanon
• An honest team-player with strong interpersonal skills

Functional Competencies 

• Following and applying Mercy-USA’s procurement procedures as per the procurement policy
• Good theoretical understanding of procurement principles
• Ability to familiarize with new areas and people
• Ability to deal with day-to-day stresses, complaints and field level security concerns that may arise
• Good analytical skills with the ability to analyze a range of data and issues and develop solutions
• Good communication skills
• Ability to supervise, coach and motivate the relevant staff
• Ability to deliver effective briefing, training, and capacity building

Knowledge Management and Learning

• Ability to familiarize with new areas and people
• Ability to use tools provided with little direction
• Ability to build new relations with individuals on the field in a comfortable and safe way
• Ability to differentiate between personal and business relations on the field

Self-Management 

• Self-motivated, quick learner with an initiative to perform well and beyond expectations
• Calm and well-mannered under pressure
• Quick response to urgent requests for information
• Takes and responds well to feedback
• Energetic and positive about the work being conducted
• Focused on results and meeting deadlines