Admin, Procurement & Logistics Assistant

The Admin, Procurement and Logistics Assistant provides administrative, procurement, logistics, and operational support to ensure the smooth day-to-day functioning of the Migrant Centre and its activities. The role manages project-level procurement and logistics processes, maintains records and documentation, assists with financial and administrative tasks, supports activities and events, and provides transportation support when required.

Main Responsibilities of the Position:

1- Procurement and Logistics Support

• Receive and follow up on procurement requests from the team, ensuring timely processing in line with JRS procurement procedures.
• Source suppliers and obtain quotations for goods and services required by the project activities.
• Liaise with suppliers to ensure the timely delivery of goods and services and resolve routine procurement-related issues.
• Prepare, organize, and maintain procurement documentation, ensuring compliance with JRS policies and procedures.
• Follow up on purchase orders and deliveries, ensuring that received goods and services match approved requests and supporting documentation.
• Maintain records of logistics activities, inventory, and project assets.
• Perform routine maintenance and minor repairs within the centre and arrange for external service providers to address more complex maintenance and repair needs.

2- Financial and Administrative Support

• Manage petty cash transactions as assigned, ensuring compliance with JRS financial procedures.
• Collect, organize, and maintain receipts and supporting documents, ensuring accurate and complete financial records.

3- Hospitality and Activity Support

• Welcome and assist participants, visitors, and guests at the centre, ensuring a professional and hospitable environment.
• Coordinate logistics arrangements required for project activities, including meetings, trainings, events, and participant transportation, as needed.
• Assist in preparing materials and supplies required for activities and maintain related stock records.
• Support participant registration and maintain attendance and activity records in accordance with JRS requirements.

4- Transportation and Vehicle Support

• Provide transportation and driving support for staff, visitors, and project activities, including the safe transport of people, supplies, and materials when required.
• Conduct regular vehicle checks, maintain vehicle documentation and logbooks, and report maintenance or servicing needs in accordance with JRS policies and road safety requirements.

5- Current Operational Context

As part of the ongoing emergency response, project activities are currently being implemented within a shelter managed by JRS. In addition to the responsibilities outlined above, the Admin, Procurement, and Logistics Assistant will support the day-to-day operation of the shelter, including logistics, transportation, procurement, maintenance, hospitality, and other operational tasks required to ensure the effective delivery of services and the smooth functioning of the shelter.

Qualifications , Skills, and Attributes:

• At least 1 year of experience in procurement, logistics, administration, or a related field.
• Previous experience with an NGO or humanitarian organization is an asset.
• Good understanding of procurement procedures and familiarity with the Lebanese market.
• Good computer skills, including proficiency in Microsoft Word and Excel.
• Good written and spoken English and excellent written and spoken Arabic.
• Reliable, organized, flexible, and detail-oriented, with the ability to maintain confidentiality.
• Good interpersonal, communication, and problem-solving skills.
• Ability to work independently, manage multiple tasks, meet deadlines, and perform effectively under pressure.
• Valid driving license with at least 2 years of driving experience.

Core Values and Ethics:

• Commitment to JRS’s mission, vision, and values.
• Ability to communicate and promote JRS’s commitment to accompanying and serving vulnerable communities and advocating for their right to protection and a life in dignity.
• Demonstrates integrity, honesty, and professionalism in all aspects of work.
• Handles sensitive information with discretion and maintains confidentiality at all times.
• Treats others with respect, values diversity and inclusion, and works effectively with people from different backgrounds.