Logistics Assistant – Procurement & Warehousing - Tripoli

ROLE PURPOSE: To ensure efficient, accountable, timely delivery of goods/services to program and operation teams; To ensure Warehousing procedures are performed in line with SCI policies and Procedures. To collaborate with logistics team and perform duties as requested by the Procurement Officer. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal job description and be able to vary working hours accordingly. SCOPE OF ROLE - Reports to: Procurement & Warehouse Officer KEY AREAS OF ACCOUNTABILITY: Procurement All procurement is carried out in accordance with appropriate Save the Children policies, standards, Country Logistics manual and where required, donor rules. No procurements are carried out without Budget Holder approval, either directly or as properly delegated. Suppliers are managed professionally, impartially and with no appearance of impropriety. Documentation demonstrating accountability for each order is filed appropriately. Convene and facilitate Procurement Committee meetings (CBA) for any procurement requiring quotations, as per SCI Lebanon procurement thresholds; obtain all required approvals. Assure the implementation and follow up of Contracts and Framework agreements. Receive and process invoices, process payment of suppliers for items delivered. Follow up the payment process with Finance to ensure SCI fulfils its obligations to suppliers. All procurements carried out have clear specifications, are best value for money, transparent, accountable, subject to fair competition and are meeting agreed lead times and programme needs.  Warehousing Management: Daily Follow-up Alerting warehouse staff to the arrival of procured or donated goods ahead of their delivery and ensuring the appropriate accompanying paperwork is passed to warehouse staff to receive and inspect the goods Organizing transport arrangements between warehouses and to distribution locations, ensuring goods are transported in appropriate conditions according to their specific requirements and providing the appropriate documentation to accompany the transport. Ensuring all incoming and outgoing stock is managed according to the Warehousing and Stock Management Standard, Policy and the Country Logistics Manual. Ensuring all associated paperwork is completed and filed correctly so that there is a clear auditable trail for all stock movements Ensuring all goods are tracked by Description, Source of Funds (SOF) Code and Project Code Alerting Budget Holders/Program Managers when stocks are approaching minimum stock levels or perishable goods are approaching their expiry date, and carrying out any required destruction of stock Loading, offloading and stacking goods (additional staff may need to be hired for specific dispatches)  Warehouse Management: Stock conditions & Security Ensuring the appropriate storage and physical condition of stocks according to their specific requirements Ensuring access to warehouses is restricted to designated staff and other staff are only permitted to enter when accompanied by designated staff Ensuring warehouses are kept secure at all times and are maintained, clean, well-organized and pest free. Relationship management   Ensure/maintain positive working relationships with SCI colleagues, both program and logistics staff Communicate effectively the status on procurement via weekly tracker update and responding to any inquiries. Be proactive in advising program staff of delivery schedules, any pending decisions to be made about procurement, product specifications, and grant end dates Reporting & Administration Assure the Procurement Tracker is updated. Assure the TIM Warehouse system is updated. Assure the Supplier database is updated; Ensure that Procurement & Warehousing hard and soft archiving is up to date and backups of key documents are kept. COMPETENCIES   Developing self and others: Invests time and energy to actively develop self and others to help realise their full potential, and to build the organisation’s capability for the future.   Delivering results: Takes personal responsibility and holds others to account to deliver our ambitious goals for children, continually improving own performance or that of the team/ organisation.   Applying technical and professional expertise: Applies the required technical and professional expertise to the highest standards; promotes and shares best practice within and outside the organisation.   Working effectively with others: Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives. Knows when to lead and when to follow and how to ensure effective cross-boundary working.   Communicating with impact: Communicates clearly and confidently with others to engage and influence; promotes dialogue and ensures timely and appropriate messages, building confidence and trust with others.    QUALIFICATIONS AND EXPERIENCE AND ATTRIBUTES   Essential Minimum of Bachelor degree in business administration, or a different relevant subject. Minimum 1 year of experience in Procurement and/or Warehousing management. Fluency in written and spoken English and Arabic. Highly computer literate, particularly with Excel.  Desired Previous experience working for NGOs.