Administration and Procurement Assistant - Lebanon's Delegation

Job Purpose

The Administration and Procurement Assistant is responsible for providing support to the purchasing and administrative processes, with the specific responsibility for processing of purchasing documentation and materials, responding to related inquiries, and maintaining vendor/source information and inventories. Driving responsibilities are also awarded in the position in support of operational tasks that support the delegation.

Job Duties and Responsibilities

Ensuring the functional and efficient delivery of administrative services - 40%:

• Coordinate the delivery of all general services to ensure a smooth day-to-day running of the office including telephone/reception, accommodations, vehicles, visas, travel arrangement, housing, transport and work closely with the national society on such arrangements. 
• Ensure compliance with all local regulations in Lebanon (e.g.: labour law, taxes, social security, pension funds, etc.)
• Support the Identification of accommodation for delegates within the defined parameters, including security as authorized by Security coordinator and ensure that all houses leased are equipped properly, maintained (if applicable) and support trouble shooting to identified issues.
• Draft and negotiate lease agreements with landlord/real estate agency with the advice of the legal officer. Ensure timely renewal of the agreements.
• Arrange travel and accommodation for visitors according to agreed processes and procedures.
• Ensure that the standardized filing system is in place and maintained regularly, including contracts.
• Develop and maintain precise and efficient country office administrative procedures, lead on initiatives for a greener office environment and less waste.
• Ensure competent management of all contracts, agreements, MOUs, and other legal documents.
• Coordinate and manage effective information management systems, including filing (electronic and hard copy), guidelines/policies, database, and correspondence.

Logistic and purchasing services – 20%:

• Assist in the day-to-day Purchasing & Logistics functions as and when required, including the preparation of purchasing documentation, end to end.
• Be the focal point for the reception of incoming/outgoing procurement correspondences such as letters, invoices & Goods Received Note (GRN), ensuring proper recording before updating the procurement tracker.
• Forecast material requirements which are related to the Admin and Logistics.
• Conduct market research to identify pricing trends.
• Conduct working advance purchases in accordance with the IFRC purchasing process.
• Maintain the procurement filing system as per the standards.
• Keep an accurate record of the inventory of assets, document the procurements or disposals of assets properly, conduct a physical count to ensure the list is reconciled with the physical items.

Driving services – 20%:

• Transportation of staff from airports to hotels/apartments and vice versa.
• Pick up office purchases or other administrative needs.
• Field transport tasks as required, through booking system that is managed internally. Possibility of working at night and on weekends.
• Utilizing navigation apps to find the most optimal route.
• Carrying out vehicle maintenance checks and ensuring the vehicle is always prepared and ready, including refuelling. Arranging for vehicle repairs when necessary and reporting defects.
• Update the logbook as per the usage and according to IFRC standard procedures and ensuring any other users are accountable to their usage.
• Reporting monthly to Global Fleet, the fleet officer or focal point.
• Disseminate and promote the fleet management policy among all staff.

Other duties and responsibilities 20%:

• Co-Manage the technical set up and the administrative organization of major meetings (interpreters, meeting facilities, organization of receptions/buffet/meals, renting of office equipment).
• Organize transportation for meeting participants, where required.
• Responsible for responding to all audit recommendations or queries that are linked to the Administration and Purchasing job duties.

Relationships with other stakeholders:

• Liaise with the administration, finance staff or procurement officers of other offices (when it is necessary)
• Liaise with management and other staff to provide adequate services to contribute to the achievements of the plans and results.
• Support on the set up of a Lebanon country delegation administration working group, bringing all administrators together regularly to seek harmonisation, where possible and finding joint solutions and synergies.

Education

• Diploma in business Administration or similar, experience over education will also be considered - Required
• BS in logistics, business administration or related field - Preferred

Experience

• Proven 2+ years of experience working as a purchasing assistant or similar role - Required 
• Experience in Personnel management - Preferred
• Experience in problem resolution- Preferred
• Excellent practical knowledge of computers (Windows, spreadsheets, word processing, email, internet) - Required 
• Experience in working in an international organization - Preferred
• Knowledge of safety regulations and traffic laws - Required 
• Strong driving record - Required 
• Willing to work a flexible schedule and locations - Preferred

Knowledge, Skills and Language

• Ability to work with minimal supervision - Required
• Excellent communication, negotiation, and interpersonal skills - Required
• In-depth knowledge of purchasing functions, inventory, and supply management - Required
• Flexible to travel to meet with suppliers and distributors as required - Required
• Fluently spoken and written English and Arabic - Required
• Good command of another IFRC official language (French, Spanish)  - Preferred

Competencies and Values

• Results-driven
• Orientation to attention to details
• Strong time management and organizational skills
• Strong interpersonal skills and ability to motivate colleagues to meet deadlines 
• Self-motivated, with good judgment and initiative
• Able to work with others under stress sometimes with limited access to necessary facilities