وظائف لدى منظمة الإغاثة الإسلامية العالمية: مطلوب مساعدين/ت للمشتريات والخدمات اللوجستية

Job Title: Procurement and Logistics Assistant

Sector(s) of Intervention: Relief Services
Application Deadline: Tuesday, November 5, 2024
Contract Type: Full-time
Job Duration: Based on Project Timeline
Salary: TBC
Salary Range: Between 800 and 1200 USD
Education Level: Bachelor's Degree
Experience Requirements: 2 to 3 years
Arabic Language: Fluent
English Language: Fluent
French Language: Not required
Country/City: Beirut, Lebanon

Is a Cover Letter Required with the Application? No
Application Guidelines:

Please submit your CV and cover letter to Career@islamicrelief-leb.org.
The subject of the email should be: “Pro-Log-Ass-2024”.

Applications returned to any email address other than the one above will not be considered.
Only candidates with legal papers to work in Lebanon are eligible to apply for this position.
Please provide a copy of your legal papers along with your CV.

Note: Only shortlisted candidates will be contacted.
Due to the urgent need to fill this position, interviews will be conducted on a rolling basis.

Contact Person:
Position: HR & Admin Officer
Email: career@islamicrelief-leb.org

Job Description

Overall Responsibility

Assisting the Logistics Department in executing overall logistic operations, including procurement, shipment, transportation, distribution, fleet management, and maintenance, in addition to filing and office work.

Logistical Duties and Responsibilities

• Arrange the receipt and storage of supplies.
• Organize the transportation and distribution of supplies in coordination with the logistics team.
• Ensure all items are supplied according to agreed specifications.
• Maintain proper stock records and monitor stock movements.
• Finalize assigned purchase requests according to the procurement plan in a timely manner, in coordination with the program and logistics team.
• Assist in collecting quotations and all procurement matters according to the plan.
• Continuously follow up with suppliers and service providers for timely delivery of items and communicate with the relevant departments accordingly.
• Verify quality reports and goods received.
• Immediately inform the line manager of any issues related to service delivery.
• Collect required documents from suppliers for all types of services and submit them to the line manager for verification.
• Collect all invoices from suppliers, prepare payment documents, and submit them to the line manager for verification.
• Ensure the setup of approved payments in the AX system and print out all supporting documents.
• Make hotel reservations upon receiving requests from other departments.
• Process payments to hotels against bills.
• Collect and submit monthly utility bills (Electricity, Telephone, and Mobile).
• Hand over assets to custodians and obtain their signatures.
• Conduct physical verification of assets in Islamic Relief offices.
• Ensure proper tagging of assets in all Islamic Relief offices.
• Keep records of tag forms, photocopies of invoices, disposal forms, and technical reports of assets.
• Perform stock counts.
• Maintain country office files according to Islamic Relief's archiving standards and rules.
• Assist the logistics coordinator with other logistics services when necessary.

Person Specification: Experience / Education / Skills – Essential

• A bachelor's degree from an accredited university with a major in Business Administration or a related field.
• Minimum one year of relevant experience, preferably with international NGOs.
• Strong communication, interpersonal, and technical skills.
• Willingness 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.
• Utilize records management systems (both automated and paper files) to ensure accurate maintenance of files and ease of retrieval.
• Use 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 Requirements:

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

IT Skills:

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

General Skills:

• Very good technical reporting skills.
• Strong planning, communication, and coordination skills.
• Ability to work under pressure and as part of a team.
• Diplomacy, tact, and negotiation skills.
• Report writing skills.

Disposition:

• Flexible and patient.
• Ability to work on your own initiative as well as part of a team.
• Sympathy with the aims and objectives of Islamic Relief.
• Empathy with and 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 is committed to safeguarding people within our programs and projects from exploitation and abuse, which also describes the standards of 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 the code of conduct alongside their contract of employment.

This job description may change based on the situation in the field. All staff are expected to show a high level of flexibility to respond to the ever-evolving situation. Furthermore, they may be required to perform other related duties as identified by their supervisors.