Logistics Assistant Supply _North Lebanon

MISSION

Goal/Purpose:

The Logistics Assistant Supply organizes and supervises the purchases for the programs and structure for his/her assigned base. He/she is a contributor to the procurement strategies and one of the guarantors for implementing and respecting Solidarités International purchase procedures. He/she is responsible for ensuring filing and archiving logistics documents linked to purchases.

He/she is responsible for updating the documentation relating to the procurement follow-up.

JOB

List of main activities:

Supply Management

• Apply and control SI procedures to all purchases of supply/services/work contract
• Carry out a purchasing environment analysis at the local level
• Contribute to the establishment purchasing timelines and update it, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
• Ensure that budgetary lines related to logistics are monitored and observed
• Supervise the preparation of purchasing documents and draft the contracts 
• Supervise purchasing, ensuring that approval rules and procedures are observed
• Select suppliers and negotiate prices, deadlines and delivery methods
• Ensure that purchasing documents are complete and archived in compliance with Solidarités International procedures
• Contribute in assessing the quality of the purchase/services/work in accordance with the technical advisors
• Implement purchases, monitoring adherence to validation regulations and procedures
• Ensure that relationships with suppliers are monitored
• Report any difficulty/issue with supplier to the line manager

Implementation of purchasing process:

• Receive and distribute requests for quotes and IOFs after verification and approval by his/her line manager to the purchase officers for processing; directly process requests when needed.
• Ensure that products purchased correspond to the requirements of the purchase officer's requirements in terms of quantity and quality
• Ensure that the format of, and information on quotes and invoices comply with internal and external regulations
• Ensure compliance with administrative procedures for the management of advances and payment of suppliers
• Monitor and update IOFs electronically

Human resources

• Participate in the hiring process for purchasers
• Ensure the continuous general training of purchasers
• Participate in the appraisal process of line report staff(s).
• Consult the line manager for any problem raised or caused by the purchase officers

Reporting/Capitalization

• Contribute to the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes)
• Ensure that internal order forms are monitored and that the status of each order is given to the person waiting
• Contribute to monthly logistics packs relating to procurement and pass on to the Deputy Logistics Manager Supply

The list above is not strictly definitive; an employee working within the framework of these tasks may carry out other tasks if asked to do so by his/her line manager.

The Logistic supply assistant may be asked to drive SI cars and respecting the driving policies set by the logistic department.

ORG CHART POSITION (reporting and functional relationships)

Line manager: Deputy Logistics Manager Supply

Line Report(s) [on Base]: Purchase Officer(s)

Functional Manager: -

Functional Report(s): -