Logistics Assistant (Local Posting)

Near East Foundation Job Announcement

Title: Logistics Assistant (Local Posting)

Reports to: Logistics Officer

Location: Beirut, Lebanon

Travel: 40% travel between project sites within Lebanon (Bekaa, Beirut and North of Lebanon).

Expected starting date: December 1, 2020

Contract end date: March 31, 2021 (renewable depending on funding)

The Near East Foundation (NEF) is seeking candidates for the Logistics Assistant position, , for a period of 4 months, basedin Beirut, Lebanon. For over 100 years, the Near East Foundation (NEF) has worked to build more sustainable, prosperous, and inclusive communities in the Middle East, Caucasus, and Africa through education, governance, and economic development initiatives. Working through a network of country offices and local partners, NEF currently has approximately 250 staff members – almost all nationals – and programs in eight countries: Armenia, Jordan, Lebanon, Iraq, Mali, Morocco, Sudan, and Syria. Its programs are organized around three themes: Inclusive Economic Development, Climate Resilient Development, and Peacebuilding and Stabilization. 

POSITION DESCRIPTION

The Logistics Assistant is a member of the Near East Foundation Beirut team in Lebanon. The Logistics Assistant has responsibility to provide support to the entire NEF operation in Lebanon, by implementing all the requested logistical activities according to best practices, NEF policies and procedures and with compliance with the donors’ rules and regulations. The Logistics Assistant will handle and process purchase requisitions, purchase orders and contracts for materials, supplies and services; he/she will also support the Logistics Officer in maintaining an effective asset management system in NEF office, and will provide an excellent management of NEF rented vehicles and daily drivers to ensure accuracy, efficiency and support all NEF running projects.

RESPONSIBILITIES

Under the supervision of the Logistics Officer, the Logistics Assistant has the following specific responsibilities:

Procurement:

• Support the Logistics officer as needed for effective and streamlined Supply Chain Management.
• Ensure that all procurement requests are processed in accordance with NEF and donor procedures and good practice.
• Perform the entire procurement processes from the single quotation threshold to collecting several quotations/proposals for an open tender while ensuring the compliance with NEF policies and procedures.

• Ensure all procurement tasks are completed in a timely manner to the highest quality (while applying value for money principle).
• Complete all required documentation for all the procurement processes and ensure submitting all required documents to the Finance department to issue the payments on time.
• Maintain a database of suppliers/service providers including feedback and rating mechanism.

 Fleet Management:

• Ensure that vehicles are used and maintained according to NEF policies and procedures.
• Plan, schedule and monitor transport of staff and material/equipment according to demands and procedures.
• Ensure that all NEF vehicles are in proper operating condition and coordinate vehicle maintenance with the Logistics Officer and the car rental company.
• Coordinate with the Logistics Officer to optimize the safety and cost effectiveness of NEF rented vehicles.
• Ensure that NEF vehicles are equipped with necessary documents and equipment.
• Maintain all vehicle records including reports in case of accidents and /or breakdowns.

 Store & Asset Management

• Support the Logistics Officer in maintaining an effective asset management in NEF premises.
• Ensure using the proper documentation (Transfer form & Waybill) when transferring any asset to any NEF staff in Beirut office or on the project sites.
• Manage storage of NEF supplies and materials where available and ensure NEF standard store management procedures are strictly applied.
• Ensure NEF inventory lists are regularly updated, and NEF assets are physically and accurately labelled.
• Ensure all NEF assets are safeguarded and maintained appropriately through regular service and proper storage or safe keeping.
• Conduct periodical physical inventory checks for all NEF assets in Beirut office and on project sites.

Office maintenance:

• Ensure all logistical needs of the main office and project sites are assessed and reported to the Logistics Officer.
• Ensure the office (and project sites) environment is clean, organized, well-functioning and fully stocked with the necessary materials and supplies. 

Other Responsibilities:

• Ensure compliance with NEF policies, applicable donor rules and regulations on Logistics and Procurement.
• Maintain accurate logistics documentation (both soft and hardcopy) in accordance with NEF/donor guidelines and ready for audit (in coordination with finance).
• Any other duties relating to the nature of the job as requested by the supervisor and Country Representative.