Supply Chain Assistant - Purchaser - Tyre

Action against Hunger is an international non-governmental, private, apolitical, non-religious and non-profit organization created in 1979. Its goal is to combat hunger and dangerous situations that threaten men, women, and children. Currently 500 expats and more than 5,000 employees are working for Action against Hunger in more than forty-six countries working in projects concerning four areas of focus: nutrition, health, food security, water, and sanitation. 

In Lebanon, the Syrian crisis continues to generate political, social, and economic pressure due to the war in Lebanon and keeps more than 1.5 million refugees in a situation of increasing vulnerability. In this environment of political, economic, and social uncertainty, our teams have maintained their high levels of humanitarian response and aid to Lebanon. Likewise, our interventions have been maintained in the Bekaa and northern areas, as well as in the south of the country, with a special focus on working in partnership or in consortium with other organizations and on institutional strengthening of the relationship with both donors. institutional, such as with local authorities and entities.  

 

 

TENTATIVE VACANCY PENDING DONOR APPROVAL                                                                     

                                                                       

Position Title: Supply Chain Assistant - Purchaser

Background: Logistics, business administration, industrial engineering, or other related field.

 

Under the supervision of the Logistics Officer and Logistics Manager, the Supply Chain Assistant is responsible for ensuring that all purchases are ordered on the base level in a timely manner following ACF internal logistics procedures. He/she will also be in charge of proper archiving of all purchase dossiers.

 

 

Objective 1: To ensure the smooth running of the supply chain (planning, order, purchase, storage, and deliveries) (50%)

1. Prepare, review, and ensure accuracy of the Supplier Purchase Orders and the Purchase Dossiers related mainly, but not exclusive, to Direct Purchases, Negotiated Procedures and Framework Orders as requested by Line Manager(s).
2. Deal with requests in line with AAH policies and procedures
3. Prepare the necessary procurement documents as required (e.g. SPO, AT, PC, etc.)
4. Procure all requested items and ensure their alignment with the logistics procedures of AAH
5. Keep requesters informed on the progress of their orders and 3nsure each request aligns with the expected delivery deadline
6. Organize and follow the deliveries
7. Compile the documentation to complete and manage a Purchase Dossier
8. Translate from Arabic to English all the document provided by suppliers
9. Execute all assigned procurement requests on LINK Software
10. Enforcement of ACF and donor Logistics guidelines in all logistics procedures
11. Prepare the Supplier Purchase Orders and follow-up to ensure they are signed in full by all parties
12. Process procurement lines issued from Logistics on LINK Software
13. Support Logistics Manager and Logistic Officer in preparing and maintaining Supply Plans for the base
14. Make sure ACF logistical procedures are respected and supervise both clients and suppliers in the application of these procedures
15. Confirm deliveries and qualities with suppliers and liaise it with the logistics assistant in charge of the warehouse operation or the requester directly
16. Ensure payments are submitted in timely manner to Finance and follow-up with Finance for payment release

 

Objective 2: Manage relationships with suppliers (15%)

1. Monitor Develop good relations with suppliers
2. Negotiate the prices with suppliers and explain to suppliers how to fill the quotation requests
3. Submit and collect quotation requests and ensure accuracy of the quotation requests
4. Conduct market assessments / surveys when requested
5. Keep the Suppliers Database up to date
6. Compare the prices on the market between different suppliers
7. Explain to some suppliers what AAH is and what is our mandate
8. Make sure to deal with legal provider

 

Objective 3: Liaise with AAH Admin/Finance Department (20%)

1. Review invoices before submission to Admin/Finance Department
2. Transfer the approved invoices to the accounts department for payment to suppliers, together with all documentation required for a full purchase dossier
3. Arrange with Admin about cash advance and return the advances on time
4. Verify that all invoices include the necessary information and make copies

 

Objective 4: Archiving Management (15%)

1. Respect Scanning the finalized Purchase Dossier and all documents on weekly basis
2. Scanning all the documents related to the Supply Chain (SPO, DN, Invoices, etc…)
3. Archiving the Hard copies in an organized way
4. Archiving the Soft copy on LINK
5. Make sure the archiving system is clear and easy to find documents

 

Objective 5: Security

1. Respect the security rules specified in the mission and base security plan, see to it that the team under his/her responsibility complies with the security plan and perform the security management tasks that can be assigned in its protocols.
2. Communicate to the security managers of the working location any security related information or noncompliance with the security plan

 

Objective 6: Support humanitarian activities of Action Against Hunger

1. Support the emergency interventions of the organization as per the employee’s abilities
2. Support any activity that helps reaching our humanitarian goals, as per the employee’s abilities

 

Objective 7: Gender & Safeguarding (Cross-cutting)

1. Promote safe and equitable environments, through knowledge and application of the protocol against harassment and gender policy.
2. Knowledge and compliance with safeguarding policy.
3. Promote gender equality within the humanitarian and/or development work

 

Training/ Education: 

Bachelor’s degree in business administration, logistics, industrial engineering, or other related field.

High School certificate with professional experience in logistic/clerical work.

 

Technical specific knowledge: Supply Chain management, basic IT knowledge.
 

Previous experience: Minimum 2 years’ experience working on procurements at humanitarian aid organizations and/or international donors or private sector.

 

Humanitarian sector knowledge: Good knowledge of INGOs and donor agencies procedure, guidelines, and intervention in the country and particularly in the South is an asset.

 

Action Against the Hunger Knowledge:  Previous knowledge of Action Against Hunger policies, strategy, and previous interventions in the country is an asset.

 

Languages: English and Arabic (compulsory working languages, fluent spoken and written). French is an asset.

 

IT and specific systems:

• Good command of MS office, compulsory expertise in Excel (intermediate level).
• Intermediate level of Microsoft word, PowerPoint, and Outlook is desirable.

 

Mobility (national/ international): National - Currently in Tyre or nearby area

 

Duty Station: The duty station is officially in Tyre office, from Monday to Friday. Mobility between bases is required.

 

Action against Hunger is committed to preventing any type of unwanted behaviour at work such as but not limited to sexual harassment, sexual exploitation and abuse, lack of integrity and/or financial misconduct; We expects all staff and volunteers to share this commitment through endorsing our code of conduct and other related policies and only those who share our values and code of conduct will be recruited to work for us.

Eligible candidates are invited to apply the earliest possible as we are screening applications on a rolling basis.

Only the applications received through our website will be taken into consideration.

Apply: https://employ.acf-e.org/index.php/positions/view/12383/Supply-Chain-Assistant-Purchaser-Tyre/