Procurement and Logistics Assistant

Position: Procurement & Logistics Assistant

Department/Division:

Support

Unit:

Procurement and Logistics

Category:

Assistant – National     

Work Location:

Beirut

Supervisor:

Procurement & Logistics Officer

Job Summary:

The Administration & Logistics Assistant is to support CIL in a broad-range of administrative and logistics support to CIL office.

Under the direction of the Procurement & Logistics Officer, the Administration & Logistics Assistant will be responsible for supporting the team to adhere to all Logistics, and Procurement management obligations internally within CARE International Lebanon (CIL) and externally with donors.

Supervisees :

None

Working Travel:

This position will be located in Beirut, with frequent movement to other CIL offices and partners. Travel will also include monitoring and capacity building visits to the field when required. Working areas include but are not limited to Beirut & North Lebanon

Salary:

Based on CIL salary scale  

Employment Start Date:

ASAP  

Duration of Contract:

Six Months Renewable

Contract Type:

Fixed term employment contract - renewable

Other contract elements:

Benefits: Social Security/Health Insurance & Transport allowance.

The direct supervisor reserves the right to adapt this job description at any time during employment according to needs.

Any extension of this contract is dependent on performance review and funding availability.

Education & Certification:

Bachelor degree

Minimum Education Level:

Bachelor degree in Business, Finance, Administration or any related field

Proven Experience:

1-2 years minimum experience in a similar role working in procurement, administrative, and logistics functions, with knowledge of major funders’ guidelines (e.g. ECHO, EU, DFID, DevCo, BPRM, USAID, and other)

 

Experience managing all donor-funded projects with International NGO’s particularly those addressing right based approaches and women and gender issues.

 

Good analytical skills, computer literacy, and excellent documentation and communication (oral and written) skills are essential.

 

Demonstrated ability to work under pressure, excellent planning skills and provide timely quality information and reports

 

Ability to work well with a team and establish relationships with other teams/offices

 

Cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures with highly developed interpersonal skills and fluency in English

 

IT / Software / Technical Skills:

Good command of Excel, Word, and Outlook

 

Language Skills:

Language               Speaking                                                Reading                 Writing

 

Arabic                     Fluent/Mother tongue           Professional          Professional

English                   Fluent                                     Professional          Professional

French                    Intermediary (desired)         

Competencies

• Accurate and ability to improve and institutionalize approved financial processes
• Adapt to changing environment
• Good interpersonal skills
• Decision-making skills
• Demonstrate fairness, integrity and impartiality
• Diplomacy
• Problem-solving and mediation

Detailed Responsibilities & Tasks

Responsibility # 1:  Office Management

•  
• Identify vendors and procurement of office and expats residence maintenance Ensure that all personnel have a well-equipped workstation and attend to any requests regarding stationery and furniture.

Responsibility #2: Logistics  

• Data entry of vehicle log sheets, prepare fuel, and car rental summary reports and payment requests
• Assist the Procurement Officer and the logistics department in the management of CIL Beirut assets and support with periodic inventory audit checks
• Assist in producing and maintaining logistics checklists and trackers
• Prepare asset and equipment hand over sheets to staff
• Ensure a proper archiving of records for administration, logistics, and procurement documents 
• Assess the needs and oversee the installation of office equipment,
• Handover sheets and monitoring for assets handed over to staff and consultants
• Scanning and filing of procurement and consultants files
• Insure monthly reports related to logistics are submitted on a timely basis
• Data entry of log sheet reports, preparing monthly taxi, fuel, car rental, and parking reports

Responsibility #3: Procurement

• Ensure compliance with CIL procedures (SOPs) and procurement guidelines
• Advertising Tenders and take minutes of Procurement Committee Decision
• Review purchase requests for allow ability and reasonableness.
• Assign a procurement reference number and include in the procurements status report
• Share updates of the procurement status report with the requestors on a weekly basis
• Issue RFQ, obtain quotes, prepare Summary Bid Analysis sheets, and present to authorize signatories for approval.
• Issue PO, service agreements, consultancy agreements, and other types of agreements in accordance to CIL procurement policy
• Assist the Procurement and Logistics Officer with tender preparation, bid committees, SBA, contract issuance, monitoring, and payments 
• Assist in producing and maintaining procurement and payments checklists and trackers
• Schedule meetings with suppliers and ensure proper vetting of all suppliers and service providers
• Scan, verify and upload of procurement documents into databases. The scanned copies of the documents need to be legible; make any adjustments necessary for clean scans, and will be responsible for organizing scanned documents on various local, network and cloud storage devices.
• Work closely with external auditors on procurement.

Provide support to CARE Lebanon Remote Assistance office as necessary

Perform other duties as assigned by the Admin Manager and the Procurement & Logistics Officer