Admin & Logistics Assistant

Norwegian People's Aid Lebanon is requesting for an Admin and Logistics Assistant for its Country Office located in Beirut.
The position will report to the Senior Admin and Logistics Officer.

It is a full-time and fixed-term job for one year (renewable based on need, funding and satisfactory performance); 8 hours per day from Monday to Friday

In addition to the $1080 basic salary, there will be a transportation allowance for the days worked from office or field.  It is not a lump sum per month.  Also, in addition to NSSF medical insurance, there will be an additional medical insurance for the employee through a private insurance company. A mobile will assigned covering a limited bundle of minutes and internet.    The employee will cover the NSSF and the income deductions from the basic salary.

Start date:  Thursday, 1 June 2023

Application Deadline:  Monday, 20 March 2023; 12:00 noon

Functional prerequisite:

• Bachelor degree in business administration or any related field
• Minimum (1-2) years’ experience in office administration and logistics.
• Effective communication skills, both written and verbal.
• Excellent interpersonal skills.
• Keep good time management with ability to prioritize among multiple tasks and make decisions.
• Ability to maintain a high level of accuracy in preparing and entering data.
• Ready to take initiatives with teamwork and cooperation skills.
• Excellent knowledge of Microsoft windows and other software such as Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.…)
• Fluency in English and Arabic

Responsibilities:

Admin Tasks:

• Provide general admin and clerical support including mailing (Receive postage and distribute to related staff), scanning, and copying documents.
• Receive and refer telephone calls to related staff
• Support in organizing events, meetings, and visits to the office.
• Translate some documentation on a need’s basis (English/Arabic-Arabic/English).
• Ensure up-to-date documents filing (electronic and hardcopy)

Procurement planning and forecasting:

• Ensure that the NPA procurement procedures are followed through as by NPA QMS and NPA policy and donors’ requirements.
• Ensure efficient and cost-effective procurement plans.
• Revise procurement plans on regular basis to make sure the continuous support of goods to staff.
• Collect quotations from suppliers and prepares Purchase Orders as needed.
• Prepare and update approved suppliers list.
• Ensure that all necessary documentation and donor filing is updated and uploaded to the SharePoint regularly

Assets, Inventory and Warehouse Management:

• Keep track and control regular needs and stock movement in storage and update them on Agresso on regular basis.
• Keep track of all assets and inventory and update them on sheets and Agresso regularly
• Conduct on a quarterly basis: assets, inventory and stock checks and reconciliations.
• Follow NPA QMS and guidelines related to Assets and inventory management.

Fleet Management:

• Coordinate and follow up with SALO, Log Assistant and other staff on field visits and transportation needs
• Ensure that vehicles are insured accordingly.
• Handle settlement of yearly vehicle mechanical inspection in coordination with SALO and Log Assistant.
• Upload relevant documentation on SharePoint.
• Handle vehicles driving permissions (updated) for related staff and ensure that all NPA drivers have on their possession relevant driving documentation such as driving licenses.
• Dispose fleet spare parts according to NPA Guidelines.

Filing:

• Responsible to file properly all logistics documentation according to guidelines.
• Should upload all electronic filing on the specified folder on SharePoint.
• Responsible to maintain and back up logistics data on SharePoint.
• Assist in uploading admin, logistics and other support department documents on SharePoint
• Assists in any kind of office and other data entry issues related to support department
• Any other requests raised by line and head managers