Procurement and Logistics Assistant

Your mission

The Procurement & Logistics Assistant provides administrative, logistical, and operational support to the country office programs and operations. The role focuses on documentation, filing, admin works, follow-ups with suppliers, supporting procurement and logistics processes, and supporting the operations team to ensure smooth operations.

About the role

Job Responsibility 1: Procurement Process

1. Assist the technical team to identify specifications, conduct supplier field visits and market assessment.
2. Assist in collecting quotations and required supplier documentation in the oPt.
3. Support RFQs and RFPs (including ToR, bid evaluations, contracts, and POs).
4. Assist in reviewing price quotations, prepare evaluations, and negotiate prices to ensure cost-effectiveness.
5. Obtain approvals, prepare award/unsuccessful letters, and maintain procurement documentation.
6. Maintain and regularly update supplier databases and preferred supplier lists.
7. Provide PR follow-up and inform applicants of the processing progress of their orders.
8. Conducting field visit to the suppliers and implementing locations.

Job Responsibility 2: Logistics

1. Follow up with suppliers to confirm deliveries and obtain original invoices, receipts, and other supporting documents.
2. Review delivery notes and resolve delivery issues or difference.
3. Support in managing WC premises including: equipment management and count, office services, consumable and supplies, etc.
4. Assist in implementing the fleet management cycle.
5. Conducting field visits to War Child Offices to follow up on office needs.
6. Assist in monitoring supplier performance and adherence to contracts and delivery timelines.

Job Responsibility 3: Filing, Data Management and Administrative Support

1. Maintain organized records: contracts, POs, trackers, supplier databases, audit documentation.
2. Update the procurement trackers and provide information to stakeholders.
3. Support in preparing inventory reports (assets, lists, mapping).
4. Ensure contract follow-up is up to date with suppliers and consultants.
5. Support the Operations team with filing, scanning, photocopying, archiving, and maintaining the administrative workflow between Procurement, Logistics, and Finance.
6. Prepare supporting documents for financial payments in coordination with the Finance Team.
7. Prepare payments bank cheques and bank transfers.
8. Follow up with suppliers for original invoices, receipts, and supporting docs.
9. Follow up with WC Staff on Procurement and Logistics tasks.
10. Assist in annual audits of procurement and logistics files.
11. Perform any additional duties assigned by the Procurement and Logistics Senior Officer.

Your profile

Experience and required skills

1. Minimum 2 years of relevant experience in finance, logistics, or procurement within NGOs, preferably with an INGOs.
2. Demonstrated knowledge of logistics and procurement is an added value.
3. Strong computer skills, Microsoft office, especially Excel and Word.
4. Valid driving license and willingness to travel.
5. Flexibility and hands-on mentality.
6. Knowledge of local market conditions.
7. Strong social and communication skills.
8. Advanced reporting and writing skills.
9. Excellent management skills, teamwork, and flexibility.
10. Advanced oral and written skills in English and Arabic. Hebrew is an advantage.