Procurement and Logistics Assistant

About this role

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.

Job Responsibility 1: Procurement Process
• Assist the technical team to identify specifications, conduct supplier field visits and market assessment.

• Assist in collecting quotations and required supplier documentation in the oPt.

• Support RFQs and RFPs (including ToR, bid evaluations, contracts, and POs).

• Assist in reviewing price quotations, prepare evaluations, and negotiate prices to ensure cost-effectiveness.

• Obtain approvals, prepare award/unsuccessful letters, and maintain procurement documentation.

• Maintain and regularly update supplier databases and preferred supplier lists.

• Provide PR follow-up and inform applicants of the processing progress of their orders.

• Conducting field visit to the suppliers and implementing locations.
Job Responsibility 2: Logistics

• Follow up with suppliers to confirm deliveries and obtain original invoices, receipts, and other supporting documents.

• Review delivery notes and resolve delivery issues or difference.

• Support in managing WC premises including: equipment management and count, office services, consumable and supplies, etc.

• Assist in implementing the fleet management cycle.

• Conducting field visits to War Child Offices to follow up on office needs.

• Assist in monitoring supplier performance and adherence to contracts and delivery timelines.
Job Responsibility 3: Filing, Data Management and Administrative Support

• Maintain organized records: contracts, POs, trackers, supplier databases, audit documentation.

• Update the procurement trackers and provide information to stakeholders.

• Support in preparing inventory reports (assets, lists, mapping).

• Ensure contract follow-up is up to date with suppliers and consultants.

• Support the Operations team with filing, scanning, photocopying, archiving, and maintaining the administrative workflow between Procurement, Logistics, and Finance.

• Prepare supporting documents for financial payments in coordination with the Finance Team.

• Prepare payments bank cheques and bank transfers.

• Follow up with suppliers for original invoices, receipts, and supporting docs.

• Follow up with WC Staff on Procurement and Logistics tasks.

• Assist in annual audits of procurement and logistics files.

• Perform any additional duties assigned by the Procurement and Logistics Senior Officer.

Experience and required skills
• Minimum 2 years of relevant experience in finance, logistics, or procurement within NGOs, preferably with an INGOs.

• Demonstrated knowledge of logistics and procurement is an added value.

• Strong computer skills, Microsoft office, especially Excel and Word.

• Valid driving license and willingness to travel.

• Flexibility and hands-on mentality.

• Knowledge of local market conditions.

• Strong social and communication skills.

• Advanced reporting and writing skills.

• Excellent management skills, teamwork, and flexibility.

• Advanced oral and written skills in English and Arabic. Hebrew is an advantage.