Logistics and Procurement Assistant

Permanent employee, Full-time · Lebanon - Beirut office

Your mission

General Objective of the Job:
The logistics and procurement Assistant oversees purchasing, logistics and procurement support for WCAF in LEBANON. S/he follows WCAF policies and procedures and donor rules and regulations in executing their day-to-day activities.

Position in the Organization:
The Procurement & Logistics Assistant is part of the Operations Department reporting to the Head of Operations.

Base: Beirut and Tripoli, Lebanon

Detailed job description/Results Areas:

Prepares and verify all purchase documents in accordance with WCAF policies and procedures and set templates.
involved in soliciting quotations from vendors after purchase requests have been approved, preparing quotation analysis and attach all supporting documents for procurements within the procurement thresholds.
With the support of the Head of Operations, in the selection of suppliers and service providers, prepares contracts and LPOs for the supply of goods and services ensures proper documentation to support payment processing.
With the support of the HOO, support the selection of premises/facilities and the management of lease contracts for all WCAF field offices in LEBANON.
Ensures filing of all procurement documents in WCAF in LEBANON.
Functions as a tender coordinator in all tendering processes in the organization and ensures that all tendering processes and guidelines are followed during tendering processes.
Helps all staff in WCAF LEBANON to follow the procurement steps so that all procurement is within WCAF’s policies and procedures.
Under the guidance of the HOO, works with relevant staff to create procurement plans for their budget and helps the staff to follow through with the procurement plans.
Technically assists the Project Admin Officers of all the field locations in the procurement process of their intervention zones and ensures that WCAF procurement guidelines are followed by all staff in the field.
Ensure all documents are ready for supplier payments
Responsible for the timely procurement of programming supplies, office supplies, training materials, training venues, catering services, among others that are needed for the proper functioning of both the national and field offices
Responsible for safekeeping of the hard copies and soft copies of the procurement packages, asset and inventory management forms, fleet management forms, store documents, copies of distribution reports, and other pertinent documents relating to procurement and logistics.
Follow up with suppliers e.g., delivery schedules of goods and other procurement related concerns. including coordinating with the suppliers/service providers for the delivery and transportation of the goods for the program. S/he is also responsible for giving feedback from the program staff to the supplier and vice versa.
Identifying what goods/equipment needs to be replenished, purchased and/or dispersed. Responsible for keeping track of all supplies received and dispatched from the store.

§ Maintain a file or record of suppliers through the Supplier Database, ensuring that they are compliant with WCAF’s integrity framework.

Responsible for creating and maintaining the Procurement Tracker for all procurements.

§ Issues assets to staff and tracks assigned to staff through the Asset Register and responsible for receiving incident reports related to organizational assets.
§ Develop an asset disposal plan in collaboration with HOO.

Coordinates monthly reporting, 4M, 8M and 12M for logistics related issues

Your profile

Education level:
Bachelor’s degree in business management

Education field:
Business Management

Required Qualifications and Experience:

2-3 years of experience in humanitarian with similar positions
Good analytical, synthesis and writing skills.
Good analytical and planning skills, organization and time management.
Professional attitude, good behaviour and sense of responsibility.
Good proactivity and able to take initiatives in the interest of all.
Excellent communication and writing skills.
Solid knowledge of Microsoft software (Word, Excel, Outlook, PowerPoint).
Ability to work effectively with limited supervision to achieve set objectives.

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About us

The War Child Alliance is an international non-governmental organization committed to providing psychosocial support, child protection, youth empowerment programming and quality education to the children affected by armed conflict. We implement evidence-based interventions to empower key stakeholders—including governments, educators, caregivers, and communities—to foster children’s wellbeing, education, and self-determination. We work with global teams with team members being based in different locations. War Child is currently operates in: Afghanistan, the Central African Republic, Colombia, DR Congo, Germany, Jordan, Lebanon, the occupied Palestinian territory, South Sudan, Sweden, Syria, Uganda, Ukraine (soon to be registered), and Yemen. We also have offices in the Netherlands and the United Kingdom.
Learn more about War Child and our programmes https://www.warchild.net/

Safeguarding and Integrity
Our work with children and at-risk adults to keep them safe is the most important thing we do. We are committed to the safeguarding of children and vulnerable adults in all areas of our work. We have zero tolerance for any behaviours and practices that puts children and/or vulnerable adults at risk of abuse and/or harm. All (prospective) employees will be expected to be compliant with and sign up to our Child Safeguarding policy, our Code of Conduct and PSEA: Adults at Risk Policy. You can find the Child Safeguarding and Adults at Risk policy here: Integrity & Safeguarding - Home

Justice, Equity, Diversity and Inclusion (JEDI) and Belonging (DEIB)
We value diversity and inclusion and are committed to ensuring that all our people and job applicants are treated fairly, irrespective of where, what or whom they were born, or of other characteristics. We want to offer a safe and inclusive workplace where all our people, especially those who are currently marginalised or underrepresented, can be themselves at work. You can read our Justice, Equity, Diversity and Inclusion (JEDI) and Belonging (DEIB) policy on our website, and if you have any questions about our commitment to Justice, Equity, Diversity and Inclusion (JEDI) and Belonging (DEIB) do get in touch: DEIB.team@warchild.net

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