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Supply Chain Assistant

Job Type: Full time | Company: International Rescue Committee | Location: Misrata, Libya | Date posted: 17-07-2017

Job Overview/Summary: 

Working under the supervision of the Supply Chain Manager based in Misrata the Supply Chain Assistant is responsible for supporting the delivery of efficient and effective administrative support to the IRC offices.

Major Responsibilities: 

Facilities Management & Supplies

Receive, log and follow-up on  requests from staff for space, accommodation and supplies;

Identify and receive requests for any needed repairs and/or supplies on guesthouses and permanent staff residences and refer to SC department for action, when necessary;

Maintain inventory records for office supplies (stationary, cleaning and kitchen supplies, toners etc.), monitor usage and promptly prepare Purchase Requests for restocking;

Ensure all office equipment is stocked with required supplies (toner, paper etc.). Refer any maintenance required to IT Officer and SC department; 

Review and verify bills received for facilities (office, guesthouses, permanent staff residences) including utilities, maintenance, provision of standard supplies, new furniture or equipment and prepare payment requests; 

Maintain a schedule for occupancy of the IRC guesthouses, ensure guesthouses are ready and appropriately stocked for incoming visitors

Maintain and update the master lease tracking sheet.

Maintain and update the master facility expense tracking sheet.

Assets:

Support in the Asset Management by carrying out a documented quarterly physical check of assets for sites (if any).

Procurement:

Receive the goods/materials after cross checking with the PO/contract by preparing IRC standard Delivery Report

Collect all the needed documents for the payments per IRC rules and regulations.

Combine the needed documents to prepare the payment requests per IRC rules and regulations with coordination with supply Chain Officer

Photocopying all the payments documents (from PR to DR)

Archive the payments per Supply Chain archiving system

Maintain and update the payment tracking sheet

Coordinate with Finance, Admin and program departments to ensure payments are set on time

Any other duties or tasks delegated by Supply Chain Manager;

Prepare the IRC standard Waybill to distribute the received materials

Labeling and re-organizing the existing SC files

Key Working Relationships: 

Position Reports to:  Supply Chain Manager

Position directly supervises:  N/A

Indirect Reporting:  

Other Internal and/or external contacts: 

Internal: Finance Team, Programs team

External:  Service providers, Suppliers and Landlords.

Job Requirements: 

Interest in humanitarian and refugee issues

University or Bachelor degree. 

At least 1 year experience in similar position, preferably with an INGO, or multi-sector humanitarian relief or development projects.

Positive and professional attitude, able to organize, maintain composure and prioritize work under pressure, work overtime when necessary and be able to coordinate multiple tasks and maintain attention to detail.

Ability to work as a member of a team essential

Languages:  Fluency in Arabic and ability to communicate clearly and effectively in English required.  

INGO experience preferred

Ability to independently organize work and prioritize tasks.

Self-motivated, honest, highly responsible, and punctual.

Working Environment:  The position will be based in Misrata with travel to Field Sites when required.

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Date posted 17-07-2017
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