Logistics Assistant At Humanitarian Quality Assurance Initiative

The Logistic Assistant reports to the Head of Support Services.

The role provides efficient and continual support to all departments on logistical matters.

Tasks & Responsibilities

• Order processing: Support in the organisation and management of suppliers’ contracts, including collecting all necessary documentation and ensuring coherent follow-up.
• Support collecting offers and editing logistic documents (purchase requests, comparative bid analyses, derogations, purchase orders, and so on), follow up and track the same, in liaison with all HQAI departments.
• Inventory management: Monitor and improve Assets filing system and tools.
• Follow-up security of travel in collaboration with external service providers.
• Support HQAI’s direction in organising travel and logistical arrangements in line with internal rules and donor requirements
• Filing documents: Contribute to monitoring, maintaining and improving digital and manual filing systems, processes and tools.
• Support in preparing and implementing new processes
• Monitor HQAI’s environmental tracker, report on indicators and contribute to the learning and improvement process.
• Support drafting, editing, and disseminating administrative communication to Geneva and federal authorities.

Qualifications

Professional knowledge and experience

• Business administration, Finance, Logistic, or other equivalent equivalent University Degree, Administrative Assistant;
• At least 5 years of experience in administrative and logistic support roles,
• A minimum of 2 years experience in a Non-governmental organisation is necessary.
• Excellent knowledge of Microsoft Office Suite, organisational software, and Apple environment; general and solution-oriented understanding of IT issues

Competences

1. Self-reliant and open-minded;
2. Excellent problem-solving skills with attention to detail;
3. Pro-active, organised, hard-working and reliable individual and work style
4. Team player with good interpersonal and organisational skills, flexible
5. Excellent written and spoken English and French are a plus.