The Logistics Assistant is responsible for supporting the Logistics Officer on all Supply Chain Management activities in the Base. She/he provides when required support to other areas.
Objective 1: Supply Chain Management
- Receive and process the Procurement Requests and updating the Procurement Follow-Up (PFU), and Contract Follow-up (CFU)
- Maintain the Supplier’s list updated
- Collect data on the market (market surveys) and local suppliers in his/her zones and in
- other strategic areas if required,
- Conduct technical inspections to the suppliers during the selection process and during the implementation,
- Liaise with the Logistics Officer and logistics assistant – warehouse keeper for the reception of the procured goods,
- Provide support to the logistics assistant – warehouse keeper in the control of stock management when absent or support is required,
Objective 2: Procurement
- Review and validate the information filled in the received PRs (specification, delivery times, prices…), Cross-check the items on PR with market prices and stock availability before starting the procurement and provide feedback or request modifications, if necessary,
- Ensure the respect of the deadlines and procedures for the procurements managed,
- Manage procurement dossiers and prepare all relevant documentation (preparing RFQ,
- collection of quotations, negotiation with suppliers, SPO / contracts, collecting invoices,
- etc), leading on Direct Purchase dossiers and Framework Agreement executions and supporting the logistics officer on other procedures when needed,
- Maintain a proper communication with the suppliers,
- Provide updates to the requestors on the status of the procurements,
- Revise the Delivery Notes and the full compliance of the PDs before its closure,
- Archiving all documentation related to Procurement Dossiers in digital and physical forms
- and inform the requester department when a PD is closed in order to prepare the Payment Request.
- Ensure the cash advance and Logistics Petty Expenses (LPE) in the area are properly followed and closed on monthly basis,
- Support the Logistics Officer and the Logistics Technical assistant in the Area and the logistics colleagues in other Areas on procurements when necessary,
Objective 3: General support
- Providing temporary support to other base / area logistics teams when needed
- Translate documents (Arabic to English or vice-versa) when requested,
- Gather and submit the relevant data as per requirements to support on monthly and ad-hoc reporting
- Participating in regular meetings and field visits