The Logistics & Procurement Assistant is responsible for supporting the efficient implementation of logistics management (procurement, fleet, assets, stocks, facilities), and administrative functions to ensure timely and effective programme operations. The role contributes to maintaining compliance with Johanniter International Assistance (JIA) and donor regulations while supporting the Country Office and implementing partners in the planning, implementation, monitoring, and documentation of logistics and procurement activities. The Logistics & Procurement Assistant provides day-to-day technical support to implementing partners under the guidance of the JIA focal point.
Strategy and Vision
- actively supports the values of Johanniter and performs duties in accordance with these values
- supports the implementation of the country strategy within their area of responsibility
Leadership
- actively lives the Johanniter leadership principles by fostering trust, embracing diversity, communicating openly, supporting wellbeing, and taking responsibility to contribute to a positive, inclusive, and adaptable work environment
- this is reflected in the day-to-day activities in line with the Code of Conduct and related policies to achieve our goals
Logistics and Procurement Management
- supports the implementation of logistics management activities, including but not limited to, procurement, fleet management, assets management, stock management, and facilities management in accordance with Johanniter policies and procedures, and donor regulations
- ensures the accurate completion and timely submission of all reports as required
- assists in the preparation, processing, and follow-up of procurement requests, requests for quotations (RFQs), purchase orders, contracts, and supplier communications
- coordinates with suppliers to ensure timely delivery of goods and services, and resolves delivery issues when required
- verifies procurement and logistics documentation for completeness, accuracy, and compliance before filing.
- coordinates the receipt, inspection, dispatch, and transportation of programme supplies and relief items
- liaises with transport providers to ensure timely and cost-effective transportation of staff, assets, and programme supplies
- supports with customs clearance and other import/export procedures when applicable
- arranges staff travel, including flight and accommodation bookings, visa applications, and ground transportation in accordance with organizational procedure
- maintains an updated supplier database and supports market assessments and supplier performance evaluations
- assists in preparing procurement plans and monitors procurement progress against approved plans
- supports emergency procurement activities when required
- drives vehicles owned, leased or rented by the organization for reasons directly related to the responsibilities of the role
Fleet, Asset and Inventory Management
- maintains an accurate asset register and ensures all organizational assets are properly tagged, recorded, and assigned
- monitors asset allocation, transfers, maintenance, disposal, and annual physical verification
- maintains inventory records and ensures accurate stock movements through appropriate documentation
- conducts routine physical asset and stock counts and reconciles discrepancies
- ensures proper storage conditions, stock management documentation, and warehouse organization
- monitors minimum stock levels and reports replenishment needs
- coordinates preventive maintenance and servicing of vehicles and generators
- monitors vehicle usage, fuel consumption, maintenance schedules, insurance, registrations, and licensing
- ensures fleet operations comply with Johanniter safety and operational standards
Facilities and Office Support
- supports the maintenance of office facilities, equipment, utilities, and service contracts
- coordinates repairs and maintenance with external service providers
- monitors office supplies and ensures timely replenishment
- supports office setup and logistics arrangements for meetings, workshops, and training events
Documentation and Reporting
- maintains accurate electronic and hard-copy filing systems for procurement, logistics, fleet, assets, inventory, and facilities
- ensures all logistics documentation is complete, properly authorized, and readily available for audits and donor verification
- prepares Logistics Monthly Closing and other reports as necessary, and ensures timely submission
- assists in preparing logistics information required for internal and donor reporting
- maintains comprehensive and well-organized records for Country Office operations and implementing partner documentation where applicable
Safeguarding
- actively upholds the organisation's safeguarding policies and Code of Conduct by fostering a safe and respectful environment, completing mandatory safeguarding training, maintaining professional boundaries, and taking responsibility to prevent harm through the timely and confidential reporting of any concerns or incidents
Security and Safety
- supports the Field Coordinator in maintaining accurate and up-to-date awareness of the country context
- supports the Field Coordinator with movement planning and tracking
Person Specification
Professional Qualification and Experience:
Essential:
- bachelor's degree or Diploma in Logistics, Supply Chain Management, Business Administration, or another relevant field
- minimum of 1 year of professional experience in logistics, procurement, supply chain, or operations within an NGO or humanitarian organization
- experience in fleet management, inventory management, and asset management
Desirable:
- familiarity with NGO logistics procedures, or willingness to learn them on the job
- experience supporting programme implementation in a fast-paced operational environment
- experience working with or supporting implementing partners is considered an asset
- valid driving license
Skills
- good knowledge of procurement and logistics procedures
- good understanding of donor compliance requirements
- strong organizational and documentation skills
- ability to prioritize multiple tasks and meet deadlines
- good analytical and problem-solving skills
- excellent communication and interpersonal skills
- ability to work independently and collaboratively within multicultural teams
- good report writing skills
- proficiency in Microsoft Office applications (Excel, Word, Outlook)
- safe and efficient driving skills
- high level of integrity, accountability, and attention to detail
How to apply
If you are interested in this opportunity and your qualifications align with the scope of work, we invite you to submit your CV and cover letter to the email address below:
recruitment.mena@thejohanniter.org
NGO Jobs in Syria