Procurement and Logistics Assistant

Overall Responsibility

Assisting the Logistics department in doing the overall logistic operations including procurement, shipment, transportation, distribution, fleet, and maintenance, in addition to filing and office work in Beirut office.

Logistical Duties and Responsibilities

1. Arrange the receipt and storage of supplies
2. Organise the transportation and distribution of supplies
3. Ensuring that all stock records are properly maintained and stock movements are   monitored
4. Oversee the hiring of properties and premises as required ensuring those contracts, leases and other agreements are properly prepared and updated so as to meet agency needs
5. Ensure that communications systems (telephone, email, radio, mail and courier services, etc) function effectively and efficiently in the deployed field office.
6. Manages vehicle fleet, drivers and support staff (technicians and messengers)
7. Implements, controls and maintains an effective communications system between operational and managerial departments in terms of office related issues.
8. Assist management in any other matters as required.
9. Auditing the stock move.
10. Auditing the fleet management ( log sheets, fuel cards)
11. Archiving logistics files in the proper way.

Procurement Duties and Responsibilities

1. Responsible for reviewing all the logistics invoices and keep data updated
2. Assist the Procurement coordinator in purchasing and collecting quotations.
3. Archiving (Logistics Files and settle procurement files)
4. Controlling projects in terms of procurement and logistics needs
5. Monthly report to be sent to the line manager.

Person Specification: Experience / Education/Skills- Essential  

• Diploma in business ,BS degree is a plus with major course in Business Administration or Related Field.
• Minimum three years of relative experience, preferred with international NGOs.
• Strong communication, interpersonal & technical skills.
• To be ready to work overtime and readiness to travel.

Ability To

• Work independently with minimal supervision.
• Read, comprehend and interpret written materials of moderate to complex difficulty.
• Records management systems (both automated and paper files) to ensure accurate maintenance of files and ease of retrieval.
• Word-processing, spreadsheet and database software programs related to job functions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Language                                                                            

• Fluency in English & Arabic (written and spoken).

IT skills                                                                                

• Proficiency in MS office and the ability to use software necessary for project management and reporting.

General Skills                                                   

• V. Good technical reporting skills.
• Strong planning, communications and coordination skills.
• Ability to work under pressure and within a team.
• Diplomacy, tact & negotiation skills.
• Report writing skills.

Disposition                                                                        

• Flexible & Patient
• Ability to work on your own initiative as well as a part of a team
• Sympathetic with aims & objectives of Islamic Relief
• Empathy with & understanding of the basic teachings and values of Islam.

Islamic Relief considers the welfare and protection of children, young people and people at risk to be paramount to the organization. With a zero tolerance approach Islamic Relief have is committed to safeguarding people within our programs and projects from Exploitation and Abuse which also describe standards in behavior expected from the organization, its staff and representatives towards each other and those we serve. Any candidate offered a job with Islamic relief will be expected to sign Islamic Relief Safeguarding Policies and code of conduct alongside to their contract of employment

This job description may change based on the situation in the field. All staff are expected to show high level of flexibility in order to respond to the ever-evolving situation. Furthermore, he/she can be required to perform other related duties as identified by his/her supervisors.