Procurement and logistic Officer - Internship

  • Libanon

Procurement and logistic Officer - Internship

General objective of the job


The Procurement & Logistics Officer is responsible for the maintaining and following up on all Fleet, Logistics and ICT needs in Beirut, Mount Lebanon & Bekaa Valley. He/she delivers technical, logistics and procurements advice and support for all related activities.


Position in the organisation


The Procurement & Logistics Officer is part of the Operations Department reporting to the Procurement & Logistics Manager.

S/he does not manage staff, s/he supports Procurement & Logistics Manager & drivers.


Result areas


  1. Handling Procurement:
    • Contact local sources of supply, get price quotations, and assist in the selection of vendors
    • Contact vendors to resolve problems with late shipment, 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
    • Ensure the timely and well documented delivery of supplies to respective War Child Holland field offices in coordination with the Security and Logistics Advisor.
    • 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
    • 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.
    • Coordinates warranty, Maintenance, and insurance claims for all assets/ inventory items.
    • Builds and maintains good professional working relationship with suppliers.
    • Ensure that WCH 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 data base 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 are done on time in such a matter that WCH procedures and donor regulations.








    • Warehousing Management: Daily Follow-up
      • 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,
      • 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 efficiently.


      • Logistics:
      • Assists the Procurement & Logistics Manager to ensure that all assets are recorded, managed and disposed of according to the Asset Guidance within the Finance Manual, with tasks including.
      • Tagging of all new assets
      • Ensuring damaged or broken assets are reported and filing of all Repairs/Return Requests
      • Ensure lost or stolen assets are reported and filing of lost & theft reports.
      • To ensure efficient maintenance and upkeep the office, electricity and water, etc…
      • To monitor the consumption records of all stationary and consumables such as printer cartridges, paper, pens, folders, coffee, drinking water, cleaning products, etc…
      • Support in keeping 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

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