Procurement and Logistics Assistant – Based in Tripoli

Job Summary

The Procurement and Logistics Assistant will work under the direct supervision of the Procurement, Logistics, and Security Coordinator, and will support on all procurement and logistics procedures in compliance with Mada, partner and donor requirements. S/He is expected to support on all procurement activities in a transparent manner.

The position is based in the Tripoli office, with weekly field visits to project sites and suppliers/vendors, as well as a weekly visit to the Beirut office

Main Tasks and Responsibilities

• Supports the Procurement, Logistics, and Security Coordinator on all Procurement Requests by project teams.
• Ensures proper filing and archiving of all procurement-related documents and supporting documentation; reviews procurement file prior to archiving, using a checklist.
• Collects data on the market and local suppliers, to ensure adequate pricing of goods and services, and minimum quality and ethics standards.
• Stock out needed items for distribution and make sure the logistics needs for the staff are met. Work closely with the Procurement, Logistics, and Security Coordinator.
• Liaising with the Procurement, Logistics, and Security Coordinator to schedule, coordinate and ensure receipt of goods in a timely manner;
• Supports to finalize any admin paper work related to logistics and procurement (preparing donation letters, draft contracts, etc.)
• Receives the goods and services ordered, proceeds with the quality and quantity check, ensuring that the goods/works/services received complies with the technical specifications of the procurement.
• Updates the asset/stock register on a monthly basis; and conducts checks of assets on a monthly basis.
• Supports on all North office procurements (internet, generators, landline, stationery, kitchen supplies).
• Notify the Procurement, Logistics, and Security Coordinator of any repairs needed at the North office (furniture, etc.).
• Perform any other Logistics and Procurement related tasks as needed and requested by the line manager.
• Support in receiving the goods and services orders, in coordination with the Procurement, Logistics, and Security Coordinator. Proceed with the quality and quantity check, signing the Reception Notes, ensuring that the goods/works/services received comply with their technical specifications.
• Ensure the correct signatures are obtained according to requirements.
• Bring immediately to the attention of the Procurement, Logistics, and Security Coordinator any evidence of fraud, waste, abuse, or any illegal or suspicious activity with any supplier, vendor, contractor, security, or others.
• Prepare a periodic plan for the office needs (cleaning materials, consumables) and ensure their availability.

Minimum Qualification and Experience

• Bachelor degree in Business or any relevant field
• 0-1 years of relevant experience.
• Proven knowledge and experience of international supply chain operations
• Proficient in MS Office applications
• Fluent in Arabic and Proficient in English, both written and spoken
• Good teamwork, time management, and analysis skills
• Ability to work under stress