Logistics Assistant_(National Contract)

WeWorld-GVC has been working in Lebanon since 2006 and is now supporting vulnerable populations through emergency WASH, shelter, basic assistance and protection interventions as well as Water Governance and Local Economic Development programs aiming at increasing the resilience of the concerned communities, in the Bekaa Valley and Akkar

Job Title: Logistics Assistant

Duty Station:  Zahle Office, with frequent travel to other bases as needed (Beirut, Ain and Kobayat)

Line Manager: Country Logistics Manager

Main Duties and Responsibilities:

Procurement:

• Responsible for supporting the logistics officer as needed for effective and streamlined supply chain management.
• Perform for the base A-Z procurement process all procurement procedures up to 3 quotation procedure + contracts in accordance with organization’s procurement procedure manual for the mission. 
• Conduct market study and collect quotations when required for supplies, services and works.
• Issue purchase orders for framework contract in place and monitor delivery.
• Complete all required documentation for procurement and ensure efficient archiving in chronological manner
• Maintain supplier data base on regular basis including feedback and rating mechanism
• Process payment requests and follow up with finance.
•  Update Procurement follow up and send to procurement focal person every week.
• Support procurement focal person in high value procurement as needed.

Fleet:

• Responsible for preparing and sharing weekly movement plan for the base.
• Liaise with logistics of other bases for inter-base movement and “switch” management.
• Ensure fuel refilling of base vehicles and base visiting vehicles keeping them operationally ready.
• Facilitate washing and periodic maintenance of vehicles on regular basis.
• Check vehicles’ log books weekly and update them for every refilling and service.
• Ensure that vehicle is equipped with all accessories and essential documents required for safety, security and legal purpose.
• Conduct driving tests of new staff at the base in accordance with organization fleet SOPs.

Storekeeping

• Receiving orders and deliveries, identifying and reporting potential discrepancies.
• Stores materials in accordance with the system in force in order to ensure continuous availability.
• Creating and/or updating stock cards for all stock items immediately after reception of goods.
• Preparing orders on time before sending goods, and packs, weighs and labels freight with corresponding project reference, tracking number, destination, number of units, way bill etc.
• In conjunction with the line manager, performing physical stock counts.
• Controlling warehouse, access management and ensuring doors and other exits are secured.
• Preparation of the stock reports.
• Ensuring items are stored in an adequate temperature, monitoring numbers of lots, expiry dates, and packaging and special storage conditions as required.
• Ensuring goods are separated and well labeled to their project allocations.
• Executing the stock management activities (receipt, storage, and issuance to projects or other departments in accordance with SOPs.
• Storing materials in accordance with the system in force in order to ensure continuous availability ensuring that all items are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).

Assets/Equipment:

• Maintaining an effective asset management system at the base.
• Transfer assets back to other bases as needed with waybill.
• Code and label assets as required.
• Conduct periodic physical inventory of base assets and equipment’s to ensure database is accurate.

Premises:

• Ensure effective premise management of office, Guesthouse and Warehouse and apply standards will ensure the safety and wellbeing of staff and visitors.
• Organize daily /weekly cleaning services and supplies in GH and office and submit payments for this to finance and ensure bedding is changes for guests and new arrivals.
• Receive via email reservations for Guesthouse use, manage Guesthouse bookings for staff and confirm availability in accordance to the Guesthouse management SOPs. 
• Ensure new staff arrive to Guesthouse and receive inductions and information required for their stay
• Submit maintenance requests to handyman to accomplish.
• Weekly Guesthouse and Warehouse checks to ensure cleanliness, maintenance.  

Archiving and reporting

• Ensure archiving of validated procurement files and contractual documents in compliance with organization’s guidelines;
• Ensure soft and hard copies are archived according to organization’s procedures.

Qualifications:

• Bachelor's degree in Accounting, Finance, Business Administration, Information Technology, Supply Chain or any other relevant field
• At least 2 years of relevant work experience in a similar position
• Knowledge in Procurement, fleet management and IT
• Previous work experience with NGOs
• Excellent spoken and written English and Arabic language skills
• Valid Driving License