وظيفة: Admin/ Procurement & Logistics Officer – مسؤول / مشتريات & موظف لوجستي للعمل مع War Child Lebanon

Position in the organisation

The Procurement & Logistics Officer is part of the
Operations Department reporting to the ICT & Procurement Coordinator.

S/he does not manage staff, s/he supports drivers or
project managers.

Result areas

1.          
Handling
Procurement:

• Contact local sources of supply, get price quotations, and assist
  in the selection of vendors
• Contact vendors to resolve problems with late shipment, damaged
  items, incorrect products or incorrect prices
• Follow up and keep track to close any pending request or purchase
  order
• Keep accurate records of payment and delivery of goods and
  services
• Maintain purchasing files and records
• Ensure the timely and well documented delivery of supplies to
  respective War Child Holland field offices in coordination with the Security
  and Logistics Advisor.
• Receive the goods as per the description on the purchase
  order/request. Inspects goods upon delivery and rejects inadequate,
  broken, lower quality and other items not meeting the requirements of the
  order
• Organize and
  maintain computerized records containing vendor and bid information.
• Correspond
  with vendors regarding prices, product availability, and delivery.
• Check that
  purchase request and order forms are filled properly.
• Coordinates
  warranty, Maintenance, and insurance claims for all assets/ inventory
  items;
• Builds and
  maintains good professional working relationship with suppliers;
• Ensure that
  WCH Procurement manual procedures are respected.
• Check that
  advances given for the purchases are justified by invoices and proper
  purchase documents
• Ensure that
  no procurements are carried out without Budget Holder approval, either
  directly or as properly delegated.
• Suppliers
  are managed professionally, impartially and with no appearance of
  impropriety.
• Documentation
  demonstrating accountability for each order is filed appropriately.
• Finalize and
  maintains up to date data base of authorized and preferred suppliers/
  vendors/ consultants, collect and prepares all necessary supporting
  documents for authorizations granting and renewals by the committee.
• Prepares monthly payments for staff in the field;
• Follows up closely on monthly payments and cheque advances;
• Keeps track and monitors advances of partners;
• Weekly controls the budget to ensure proper
  expenditure of each budget line;
• Assists
  in preparation of monthly and completion reports;
• Prepares
  and submits bi-weekly reports to the supervisor on the date identified;

Result: Procurement activities for
all projects are done on time in such a matter that WCH procedures and donor
regulations.

2.          
Warehousing
Management: Daily Follow-up

• Organizing transport arrangements between warehouses and to
  distribution locations, ensuring goods are transported in appropriate
  conditions according to their specific requirements and providing the
  appropriate documentation to accompany the transport.
• Ensuring all incoming and outgoing stock is managed according to
  the Warehousing and Stock Management Standard, Policy and the Logistics
  Manual.
• Ensuring all associated paperwork is completed and filed correctly
  so that there is a clear auditable trail for all stock movements.
• Alerting Budget Holders/Program Managers when stocks are
  approaching minimum stock levels or perishable goods are approaching their
  expiry date, and carrying out any required destruction of stock
• Loading, offloading and stacking goods (additional staff may need
  to be hired for specific dispatches)
• Ensure the management of the stock
• Decide to adjust the period of the inventory check according to
  the situation.
• Generate and follow proper computed inventory of the stock.
• Supervise reception of all materials and check and validate
  properly the waybills,
• Estimate stock capacity according to purchase order that is done,
  estimate additional space for the shelves and pallets for future
  orders.

Result:
All daily logistics matters are handled in such a way that the warehouses are
running efficiently.

3.          
Logistics::

• Assists the Logistics officer to ensure that all assets are
  recorded, managed and disposed of according to the Asset Guidance within
  the Finance Manual, with tasks including.
• Tagging of all new assets
• Ensuring damaged or broken assets are reported and filing of all
  Repairs/Return Requests
• Ensure lost or stolen assets are reported and filing of lost &
  theft reports.
• To ensure efficient maintenance and upkeep the office, electricity
  and water etc
• To monitor the consumption records of all stationary and
  consumables such as printer cartridges, paper, pens, folders, coffee,
  drinking water, cleaning products etc
• Support in keeping inventory of all equipment and ensure its
  regular update
• Organizes
  trainings, seminars, project opening ceremonies, hosting donors and
  beneficiary visits, site inspections, etc.
• Supports
  in collecting data to write donor reports;
• Collects
  documents from the field and enters that in the database;

Result: procurement and logistics
matters are handled in such a way that the office is running efficiently.

Any
other task appointed by the line manager