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Procurement and Logistic Officer - Beirut

Client of Al Daleel Employment Agency

Posted on August 10, 2018

2 - 3 years Beirut - Lebanon

Any Nationality

Opening 01

Job Description

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Main Duties
Handling Procurement:
- Contact local sources of supply, get price quotations, and assist in the selection of vendors
- Contact vendors to resolve problems with damaged items, incorrect products or incorrect prices
- Follow up and keep track to close any pending request or purchase order
- Keep accurate records of payment and delivery of goods and services
- Maintain purchasing files and records in the HQ, and centers
- Ensure the timely and well-documented delivery of supplies to respective B&Z field offices in coordination with the Logistics assistant
- Receive the goods as per the description on the purchase order/request. Inspects goods upon delivery and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order
supervision of the teams in all centers with a monthly field visits receive the required data from the team in centers
- Organize and maintain computerized records containing vendor and bid information
- Correspond with vendors regarding prices, product availability, and delivery
- Check that purchase request and order forms are filled properly
- Coordinate warranty, Maintenance, and insurance claims for all assets/ inventory items
- Build and maintain a good professional working relationship with suppliers
- Ensure that B&Z finance; Procurement manual procedures are respected
- Check that advances given for the purchases are justified by invoices and proper purchase documents
- Ensure that no procurements are carried out without Budget Holder approval, either directly or as properly delegated suppliers are managed professionally, impartially and with no appearance of impropriety
- Documentation demonstrating accountability for each order is filed appropriately
- Finalize and maintains up to date database of authorized and preferred suppliers/ vendors/ consultants, collect and prepares all necessary supporting documents for authorizations granting and renewals by the committee
Result: Procurement activities for all projects/centers are done on time in such a matter that
B&Z procedures and donor regulations.
Warehousing Management: weekly Follow-up with the center team
- Organizing transport arrangements between warehouses and to distribution locations, ensuring goods are transported in appropriate conditions according to their specific requirements and providing the appropriate documentation to accompany the transport.
- Ensuring all incoming and outgoing stock is managed according to the Warehousing and Stock Management Standard, Policy and the Logistics Manual
- Ensuring all associated paperwork is completed and filed correctly so that there is a clear auditable trail for all stock movements
- Alerting Budget Holders/Program Managers when stocks are approaching minimum stock levels or perishable goods are approaching their expiry date, and carrying out any required destruction of stock
- Loading, offloading and stacking goods (additional staff may need to be hired for specific dispatches)
- Ensure the management of the stock
- Decide to adjust the period of the inventory check according to the situation
- Generate and follow proper computed inventory of the stock
- Supervise reception of all materials and check and validate properly the waybills (if any)
- Estimate stock capacity according to purchase order that is done, estimate additional space for the shelves and pallets for future orders
Result: All daily logistics matters are handled in such a way that the warehouses are running
- Assist the Logistics assistant to ensure that all assets are recorded, managed and disposed of according to the Asset Guidance within the Finance Manual, with tasks including
- Ensuring damaged or broken assets are reported and filing of all Repairs/Return Requests
- Ensuring lost or stolen assets are reported and filing of lost & theft reports.
- Ensuring efficient maintenance and upkeep the office, electricity and water etc
- Monitoring the consumption records of all stationary and consumables such as printer cartridges, paper, pens, folders, coffee, drinking water, cleaning products etc
- Supporting in keeping the inventory of all equipment and ensure its regular update
Result: procurement and logistics matters are handled in such a way that the office is
running efficiently.
Any other task appointed by the line manager

Buying / Purchase / Procurement / Vendor Management


Procurement Stock Management Monitoring Warehouse Management Insurance Claims Relationship Supervision Purchase Logistics Inventory

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