Supply Chain and Operations Assistant

1. Scope

Responsibility

Base level

Department

Supply Chain and Operations

Reporting to

Direct - Supply Chain and Operations Officer Gaza

Functional – Supply Chain and Operations Manager

Direct reports

N/A

Budget responsibility

N/A

Relationship management

Security, Finance, HR, Programs, suppliers, and/or any other parities mentioned or not related to the nature of the position

2. Context

About Relief International

Relief International (RI) is an international non-profit organization that partners with communities impacted by conflict, climate change and disaster to save lives, build greater resilience and promote long-term health and wellbeing.

Our team of more than 7,000 staff and local volunteers work in 15 countries across Africa, Asia, and the Middle East, providing Health and Nutrition, WASH (Water, Sanitation, and Hygiene), Education and Livelihoods programming that creates the foundation for community resilience.

We do this by working with local actors to develop safe and inclusive local programming that is evidence based, conflict sensitive, climate smart, and reaches those in need.

Relief International is an alliance of four organizations with one shared mission, comprised of Relief International, Inc., Relief International-France, Relief International-UK and Relief International-Europe, which operate under a one-team concept under a single senior leadership team.

About our Country Program

Relief International was operational in OPT starting in 2007, and after entering hibernation period in 2017, has recently reactivated its operations at the end of 2023. Relief International is currently building its response to the current and evolving situation in both Gaza and the West Bank through both a direct implementation and partnership approach. Relief International’s programming in OPT follows Relief International’s global strategy with Health as a central focus with components linked to our work in Health through the sectors of WASH, Protection, Education and Livelihoods. The context in OPT is extremely dynamic and requires focus on nexus programming that brings together both humanitarian service delivery combined with systems strengthening and longer-term programming.

3. Job Profile

Support in procurement and RI bases infrastructure in Gaza Strip in compliance with RI and donor policies.

4. Key Responsibilities

1: Support purchases of the base

Responsibilities and tasks:

• Prepare all the necessary document for the purchase file and get them approved and signed by the authorized persons
• Purchase the items complying with the requester specification and ensuring compliance with RI/ donors rules regarding procurement
• Control invoices and ensure accuracy of prices and quantities received
• Ensure both quality of purchase and respect of delivery deadlines and liaise with the requesters for technical

  support (sample approval, delivery inspection …)

  • Prepare and keep updated the procurement trackers and the vendor list
  • Support the Supply Officer on supplier’s assessment and evaluation

    2 : Follow-up of the suppliers’ payments

    Responsibilities and tasks:

    • Manage the suppliers’ payments in coordination with the cashier according to the supply chain and finance procedures
    • Transfer the approved invoices and the required procurement documents (contract, reception note…) to the finance department to pay the suppliers

      3: Others Supply Chain and cross-cutting activities

      • Conduct physical inventory in the stock and assets
      • Monitoring the buildings and equipment (both in offices and guesthouses) to ensure their good functioning and availability
      • Initiate any small repairs that can be done internally
      • Follow up the base generator and fuel stock
      • Assist Supply Chain Officer in fleet management and preparing monthly fleet report, checking logbooks and fuel consumptions
      • Reports immediately on any security related information or noncompliance with the security plans to Security Officer
      • Supports Security officer in collecting information (contextual, political, security) on Gaza city and north Gaza;
      • Supports Security officer to track movements and relay relevant information to RI staff in Gaza
      • Assists the Security Officer in headcounts and critical communications when needed
      • Fulfil any other task asked by the line manager within scope of Supply Chain department

        
        

        Behavior and Conduct

        • Will ensure the highest standards of behavior inside and outside of work promotes the values in RI’s code of conduct and safeguarding policies
        • Will be a model for ethical conduct standards for other team members
        • Will ensure own actions and the actions of the teams' members they manage do not impact the safety of the RI team and the vulnerable communities we serve
        • Will ensure external stakeholders are aware of RI conduct and reporting mechanisms
        • Report any concerns

          5. Person Specification

          Skills, knowledge and expertise required for the role.

          Essential criteria
          

          • Proven experience in administrative and logistics roles.
          • Fluency in Arabic and English is required
          • Ability to work in a fast-paced environment and handle multiple tasks efficiently.
          • Basic knowledge of mechanics and being able to do small repairs to do in case of emergency (wheel change, changer a battery, etc...)
          • Familiar with MS Office pack

            RI Values

            Guided by the humanitarian principles of humanity, neutrality, impartiality, and independence, as well as “Do No Harm,” Relief International Values:

            • Integrity
            • Adaptability
            • Collaboration
            • Inclusivity
            • Sustainability