Logistics Assistant- Tubas

Position: Logistics Assistant- Tubas

Department: Procurment and Logistics Department

Duty Station: Hebron office, with frequent field visits and visits to WW offices in WB

Reporting to: Logistics Coordinator 

Starting Date: As Soon As Possible 

WeWorld is an independent Italian organization that has been working in international cooperation and humanitarian aid for 50 years. Present in 27 countries with more than 120 projects, WeWorld operates in the following areas of assistance: humanitarian aid (prevention, emergency relief and rehabilitation), food security, access to water, health and hygiene, education, human rights (gender equality, prevention and combating violence against children and women, migration), global citizenship education, quality teaching and international volunteering. WeWorld works mostly with girls, boys, women and youth, actors of change in every community for a fairer and more inclusive world. WeWorld supports people overcoming emergencies and guarantees a life with dignity, opportunities, and a better future through human and economic development programs, in the framework of the 2030 Agenda.

Since 2020, WeWorld has rapidly expanded its operations in the West Bank and Gaza Strip, leading to a need for additional personnel to assist its current emergency operations, and to lead the future expansion in the development area.

Tasks and Responsibilities:

Admin/Logistics  

• Under the supervision of the Logistics Coordinator Organize, set up, and maintain logistics administrative files and archives, ensuring accuracy and regular checks. 

• Manage the reception and accommodation, welcoming office visitors, and supporting the Area Manager in administrative tasks related to donor and partner visits. 

• Ensure availability of stationery and office supplies and prepare a monthly inventory report. 

• Identify, report, and arrange for the maintenance and repair of office equipment (e.g., air conditioning, copiers, furniture, etc.). 

• Handle petty cash at the Area office. 

• Coordinate with the Ramallah office on administrative logistical issues. 

• Work on specifications and participate in technical reviews for administrative categories (stationery, kitchen tools, hotels, venues, hospitality, transportation, etc.). 

• Provide general support to the Area office as needed. 

Procurement: 

• Assist the Procurement and Logistics Officer and Logistics Coordinator in procurement activities related to the Logistics Department, by preparing and managing all necessary procurement documentation (e.g., RFQs, quotations, supplier negotiations, purchase orders, contracts, invoices). 

• Support the procurement team in program-related procurements upon request. 

• Update and maintain the vendor database on a monthly basis, ensuring accurate and up-to-date information. 

• Support and Conduct market studies for logistics-related procurements to identify potential suppliers and evaluate market trends. 

• Review and validate information in the received PRs to ensure they meet required standards and specifications (e.g., specifications, delivery times, prices, coherence with BoQs). 

• Cross-check PR items with market prices and stock availability. 

• Ensure the respect of deadlines and procurement procedures. 

• Assist in executing Framework Agreements and other procurement processes for logistics. 

• Maintain effective and professional communication with suppliers to ensure smooth procurement activities and resolve issues when necessary. 

• Provide regular updates on procurement status to the Logistics Officer and Coordinator. 

• Ensure timely and accurate delivery of goods and services. 
• Review delivery notes for accuracy and ensure compliance with procurement procedures. 

Stock Management: 

• Oversee the management of stock and inventory levels of the field office, ensuring that all materials, supplies, and assets are properly tracked and accounted for. 

• Conduct regular stock audits and reconciliations to ensure accuracy between physical stock and inventory records. 

• Coordinate with the procurement logistics team to ensure timely ordering and replenishment of supplies, while avoiding overstocking or stockouts. 

• Maintain organized records of all stock movements, including receiving, issuing, and disposing of items. 

• Maintain an organized stock storage system, ensuring easy access and security of items. 

• Prepare and submit regular inventory reports to the logistics coordinator. 

• Ensure stock items are properly tagged and recorded in the asset management system to keep an up-to-date register. 
• Coordinate with relevant departments (e.g., procurement, IT, or operations) to support stock-related needs, including ordering, storage, and distribution. 

Fleet Management: 

• Oversee fleet reservations and pooling for colleagues and departments, ensuring efficient use of resources. 

• Ensure the repair, maintenance, and safety of all vehicles. 

• Collaborate with the Logistics Coordinator for the renewal of insurance and registration for all vehicles. 
• Follow up on regular documentation, coordinating with the relevant parties to record incidents, submit insurance claims, and schedule necessary repairs. 

  Asset Management: 

• Maintain and update the asset register, ensuring proper documentation for all assets. 

• Coordinate with logistics and IT teams to receive and tag newly purchased assets as per requisitions and samples, ensuring delivery/dispatch to the appropriate persons/locations. 

• Prepare GRNs, Waybills, and file them according to WeWorld and Donor filing standards. 

• Prepare and submit monthly and annual asset reports to the Logistics Coordinator. 

• Act as the focal point for the annual physical check of assets in coordination with the Country Office (CO). 

• Receive and document loss and damage reports from staff members and ensure proper follow-up. 

• Ensure that procured assets are properly registered, insured, handed over to end-users, maintained, safeguarded, and reported accurately. 

• Identify and coordinate the disposal of assets in collaboration with the disposal committee. 

• Control the movement of assets and maintain follow-up systems. 

Others: 

• Perform any additional tasks assigned by the Line Manager and Functional Supervisor. 

• Participate in staff meetings and provide input as required. 

Requirements

• Bachelor’s degree in Business Administration, Logistics, Supply Chain Management or a related field preferred, or equivalent combination of work experience and education. Diploma with the combination of work experience is acceptable.  
• Minimum one-year of experience in logistics and procurement is required
• Experience in similar role with international or national NGOs
• Strong organizational and communication skills. 
• Knowledge of procurement processes and logistics procedures. 
• Ability to manage multiple tasks and prioritize effectively. 
• Attention to detail and ability to work independently. 
• Familiarity with market research and vendor management. 
• Proficiency in MS Office (Excel, Word, etc.). 
• Good command of English 
• Residence in Hebron/Tubas, in accordance to which position you’re applying for.

*The above list is a non-exhaustive one, nor limitative. You could be asked other responsibilities and tasks within the framework of your job on demand of the direct line manager

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Requirements

• Bachelor’s degree in Business Administration, Logistics, Supply Chain Management or a related field preferred, or equivalent combination of work experience and education. Diploma with the combination of work experience is acceptable.  
• Minimum one-year of experience in logistics and procurement is required
• Experience in similar role with international or national NGOs
• Strong organizational and communication skills. 
• Knowledge of procurement processes and logistics procedures. 
• Ability to manage multiple tasks and prioritize effectively. 
• Attention to detail and ability to work independently. 
• Familiarity with market research and vendor management. 
• Proficiency in MS Office (Excel, Word, etc.). 
• Good command of English 
• Residence in Hebron/Tubas, in accordance to which position you’re applying for.

WeWorld is an equal opportunity organization and will not allow discrimination based upon age, ethnicity, ancestry, gender, national origin, disability, race, size, religion, sexual orientation, socioeconomic background, or any other status prohibited by applicable law. WeWorld has also a zero-tolerance approach to any harm to, or exploitation of, a child or a vulnerable adult by any of our staff, related persons or partners. Safeguarding checks are part of the selection process. WeWorld commitment to being a safe organization begins with the staff recruitment process which includes meticulous checks, such as criminal records checks or check disclosure of previous convictions, to ensure children and vulnerable people are safeguarded and abuse is prevented. WeWorld promotes a welcoming, diverse and discrimination- and harassment-free workplace and expects the highest standards of behavior from all its staff, who are requested to adhere to the principles and behavioural rules defined in the CoEC and the Organisational Policies. The CoEC and all the internal policies can be found here: https://www.weworld.it/en/about-us/transparency.

Interested qualified candidates should Click on Apply Now no later than 24 Feb. 2025

Noting that the CVs and applications should be submitted only in English