Admin & Logistic Assistant

SUMMARY

SAWA is looking for admin and logistics assistant to process all the procurement requests related to bases: quotation requests, visiting suppliers, price monitoring, and contract follow ups. In addition, he/she will support the base logistician with the efficient usage, monitoring and planning of the vehicle fleet at the base. On the other hand, he/she will support the base log on an adequate equipment management and office maintenance in order to secure an efficient response for all programs within the base.

RESPONSIBILITIES, MAIN DUTIES AND REPORTING:

1. Prepare RFPs and RFQs.
2. Receive offers received from the suppliers and present them to the Admin and Logistics Manager.
3. Carryout necessary negotiations with the suppliers.
4. Prepare quotation analysis.
5. Adhere to SAWA’s policies and procedures.
6. Prepare necessary Purchase Orders.
7. Submit PO / Contracts after being reviewed and approved by stated parties.
8. Adhere to SAWA’s conflict of interest and anti-fraud policy.
9. Prepare quarterly suppliers’ evaluation.
10. Monitor undelivered purchase orders.
11. Maintain and update SAWA’s suppliers’ database given the Admin and Logistics Manager’s approval.
12. Support base logistician on supplier's assessment and evaluation
13. Maintain the petty cash and carry out cash counts in the presence of accountant/finance officer
14. Coordinate/support internal and external audit through scheduled visits.
15. Responsible for implementing a sound procurement environment and carry out necessary backup.
16. Support on the daily and weekly movement panning according to project's requests
17. Support base logistician monitor the maintenance and fuel consumption of vehicles
18. Ensure an optimal state, proper maintenance and repair for equipment (computers, printers, photocopy machine etc.)
19. Support the log base in labelling all equipment with its proper codification and updating the equipment list as needed
20. Ensure accountability, transparency and due diligence as per SAWA Principles and Code of Conduct.
21. Deliver any other responsibility assigned by Logistic Manager  

REPORTS TO:  Logistic Manager.

FUNCTION: Admin.

Job Requirements:

• Bachelor’s Degree in Business Management or equivalent
• Procurement certificates are highly preferable
• +2 years of experience in procurement
• Experience at an NGO is desirable
• Fleet management, Supply Chain management, basic mechanical engineering, basic IT knowledge

KNOWLEDGE, SKILLS AND ABILITIES:

• Good Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
• Solid reporting skills
• Excellent verbal and written communication
• Organized and strong attention to details
• Keen on Meeting Deadlines
• Strong interpersonal skills and a proven ability to work effectively with others
• Capacity to work under high pressure
• Ability to show initiative and take responsibility

EMPLOYEMENT CONDITIONS

• Contract duration: 8 months full-time with possibility to renew;
• Having a valid Lebanese/International driving license is a must;
• Required Starting Date: May 2018;