Logistics And Administrative Assistant

MISSION: Goal/purpose: The logistics and administrative assistant supports the logistician in implementing and supervising all logistical and administrative activities at his/her assigned base. In particular, he/she lends support to carrying out urgent activities and the filing and archiving logistical and administrative documents. JOB List of main activities:   LOGISTICS ACTIVITIES   Management of supplies • Update price lists and vendor databases for goods/services/work • Apply and control SI procedures to all purchases of items/services/work contract. • Verify and process quote requests, quotation analysis and IOFs • Ensure the collected documents are compliant with SI procedures: supplier stamp, signature, date…etc. • Identify suppliers, collect all the necessary information on them and request quotations if demanded by line manager. • Contribute in assessing the quality of the purchase/services/work in accordance with the technical advisors. • Prepare the weekly treasury plan for all payments including the monthly, weekly...etc., under the supervision of the line manager and send request to Admin department, and check with admin and program for the copy of payment for closing purchase files. • Compose and archive purchase folders • Implement purchases, monitoring adherence to validation regulations and procedures • Negotiate prices, deadlines and methods of delivery • Ensure that relationships with suppliers are monitored • Report any difficulty/issue with supplier to the line manager   To ensure there is a good level of cooperation between the logistics service and the program team: • Familiarize him/her with the Solidarités International intervention zone • Take part in weekly meetings between the logistics and program departments so as to understand the priorities • Propose, set up and update daily a resource for communication requirements/priorities between the logistics service and the program team   Fleet management and maintenance / vehicle monitoring. • Supervise the schedule and execution of maintenance and repair work on mission vehicles with the corporation with the Tripoli Fleet      manager. • Organize the schedule of vehicle movements in collaboration with the logistician / Fleet manager. • Check that vehicle log books are in place and are used correctly • Ensure that all fuel consumption and mileage data are monitored, consolidated, analyzed and reported for each vehicle • Prevent the misappropriation of fuel and of spare parts • Ensure that the administrative documents for all vehicles are available, filed and monitored   Security • Report all accidents to the line manager   IT / Administration and management of network, Internet and maintenance of equipment. • Manage the distribution of network resources (printers, scanners etc.), and ensure that the network is working. • Contact different Internet Service Providers • Choose the provider most compatible with the Logistics Manager. • Check the conformity of the installation with the Internet Service Provider • Ensure that authorized users have internet access • Configure email accounts for all users • Carry out regular maintenance on IT equipment’s/ report any problem to Tripoli IT assistant. • Deal with requests from users and provide them with technical support. • Compile a list of breakdowns and keep records of how they were resolved for reference • Confirm with Logistics manager/IT assistant solutions proposed for the resolution of any breakdown or failure • Check that each computer uses an up-to-date antivirus (N.B. KASPERSKY is the standard to be used)   Monitoring of computer equipment with the corporation with the IT assistant. • Monitor and records the movement of the smart phone and tablets. • Keep mission computer equipment up to date • Carry out regular physical inventories of mission IT equipment every three months. • Ensure correct use of IT equipment   ADMINSTRATRIVE ACTIVITIES   Treasury / accounting / management • Ensure the physical maintenance and safety of cash box • Carry out pay-outs and advances, within established guidelines • Close the advance to the administrator assistant in Tripoli every two week providing all documents needed for accountancy • Translate accounting documents if necessary   Human resources • Make the team of drivers accountable for complying with Solidarités International’s procedures and security regulations • Consult the line manager for any problem raised or caused by a driver • Conduct the driver and mechanic team meetings and be their representative at logistics department meetings   Reporting / communication: • Ensure the confidentiality of all HR and accounting data • Participate in the application of HR and accounting policies of Solidarite's International and Ensures that the personnel policy is explained, known (staff regulation, regional scale, etc.) and that it is, with the support of the administrator, correctly implemented • Communicate any HR and accounting problems to the administrator   Administrative management of the mission • Ensure physical and IT archiving, as well as securing administrative documents • Collect the necessary information to monitor changes in the cost of living, with employment law, charges and contributions in Akkar zone   The above list is a non-exhaustive one, nor limitative. You could be asked other responsibilities and tasks within the framework of your job or logistics and administrative tasks on demand of the Logistics Manager.   The Logistic and administrative assistant may be asked to drive SOL cars and respecting the driving policies set by the logistic department.   ORG CHART POSITION (reporting and functional relationships) Line Manager: Logistician Line Report (on base): - Functional Manager:  Administrative manager Functional Report: -