Job ID
48606
Job Title
Logistics and procurement Assistant
To work for
Secours Islamique France (SIF)
Country
Syria
City
Damascus
Field of Work
Procurement/Logistics/Delivery
Job Type
Project Based
Minimum Education Level
Bachelor/ License Degree
Responsibilities
Administration
• Arrange and organize the needed documents related to the logistics activities.
• Scan and archive all documents related to the procurement and logistics Dept. activities.
• Keep track of the minute’s meetings
• Arrange appointments and meetings with external parties.
• Cash Handling and organizing with Finance Officer for related documents as per pre-defined policies/ procedures.
• Maintain Monthly time sheet for logistics staff and ensure compliance with HR policies
• Prepare appropriate forms for Logistics in consultation with finance team and operations teams.
• Ensure all payments are processed in a timely manner in close relation with the finance department.
Procurement
• Plan, follow and provide technical advice on procurement activities, following rules, procedures, and regulations.
• Arrange the administrative issues with external parties (Requesters, suppliers,)
• Perform duties such as maintaining public files, opening mail, completing, and processing standard purchase forms.
• Communicate with sellers about product availability, and delivery.
• Prepare and review technical and legal contracts.
• Receive goods and guarantee both quality and quantity.
• Review invoices, Receipt notes, and making sure of compatibility with purchase orders.
• Organize and file all documents related to the procurement process (IOF, IRV, RFQ, RFI, PO, RN).
• Update market studies and conduct market research.
• Ensure timely shipping and delivery arrangements of purchased commodities and equipment.
• Ensure quality control, specification conformity, volume assessment, monitoring and verification of deliveries
• Ensure that all Contract agreement are tracked and followed up well, renewal contract is requested 3 months prior to the expiry of the contract
Fleet Management:
• Ensure strict safety protocols are being carried out for all SIF activities including, but not limited to, transportation and off-site activities.
• Ensure that all SIF vehicles insurance is renewed and up to date.
• Process suitable documents and forms for the petty cash.
• Prepare the weekly plan of car movements and drivers’ assignment.
• Monitor and advice and taking actions related to the cars and office needed maintenance.
• Maintain appropriate contracts with transportation companies and ensure all non-SIF drivers and transport companies hired for specific purposes know and follow.
• SIF driving policies and procedures and are maintained up to SIF standards.
• Ensure that drivers’ testing is conducted, and records of staff authorized to drive is maintained and kept up-to-date.
• Establish a regular service schedule and ensure proper maintenance is carried out by liaising with vehicle garage.
• Prepare reports of vehicle usage according to SIF guidelines monthly.
Warehouse
• Responsible for the supervision, monitoring, and detailed recording of all warehouse and stock movement activities – complete management accuracy & timely delivery
• Implementing regular ad hoc inventory on request or spontaneously
• Effective warehouse and inventory management includes proper planning, recording, controlling, and monitoring of the inventory.
• Report inventory differences immediately to Log officer with all related documents to sort out.
• Manages supply-chain requests and ensures they are treated in a timely manner and ensure that OTIF (Ontime and in Full) is achieved as per the Log set objectives.
Asset Management
• Manage asset inventory and tracking systems for all SIF assets in all offices.
• Ensure appropriate logistics filing systems to include all equipment manuals, maintenance schedules and standard documentation.
• Prepare all assets & documents needs for new and resigned employees.
• Responsible for overseeing and monitoring asset management and updating asset list as required.
• Prepare list of obsolete asset and items for management decision and carryout the disposal accordingly.
• Ensure all assets and SIF properties are maintained to a good working order and appropriate standard.
• Produces asset and equipment reports monthly and share with Deputy LogCo and LogCo.
Logistics Cash Advances
• Is responsible for managing finances for the cost centre(s) under their responsibility.
• Trains the Logistics team on how to utilize and account the log Cash
• Manage Log Cash Advance and ensure that all expenses are accounted.
• Ensure GL is received from LogCo before utilizing Daily workers.
ADDITIONAL DUTIES
• Tracking needs with all governorates regarding car contracts and office supplies.
• Oversee SIF premises to ensure a safe, productive, and comfortable work / living environment for staff members.
• Check offices in all governorates.
• Adhere to SIF behavior and ethics policies.
• Perform other duties as required.
• Perform other related duties as required.
Reporting line:
• The post holder report to : Logistics and Procurement officer
• The Staff reporting to this post holder: Drivers
• Arrange and organize the needed documents related to the logistics activities.
• Scan and archive all documents related to the procurement and logistics Dept. activities.
• Keep track of the minute’s meetings
• Arrange appointments and meetings with external parties.
• Cash Handling and organizing with Finance Officer for related documents as per pre-defined policies/ procedures.
• Maintain Monthly time sheet for logistics staff and ensure compliance with HR policies
• Prepare appropriate forms for Logistics in consultation with finance team and operations teams.
• Ensure all payments are processed in a timely manner in close relation with the finance department.
Procurement
• Plan, follow and provide technical advice on procurement activities, following rules, procedures, and regulations.
• Arrange the administrative issues with external parties (Requesters, suppliers,)
• Perform duties such as maintaining public files, opening mail, completing, and processing standard purchase forms.
• Communicate with sellers about product availability, and delivery.
• Prepare and review technical and legal contracts.
• Receive goods and guarantee both quality and quantity.
• Review invoices, Receipt notes, and making sure of compatibility with purchase orders.
• Organize and file all documents related to the procurement process (IOF, IRV, RFQ, RFI, PO, RN).
• Update market studies and conduct market research.
• Ensure timely shipping and delivery arrangements of purchased commodities and equipment.
• Ensure quality control, specification conformity, volume assessment, monitoring and verification of deliveries
• Ensure that all Contract agreement are tracked and followed up well, renewal contract is requested 3 months prior to the expiry of the contract
Fleet Management:
• Ensure strict safety protocols are being carried out for all SIF activities including, but not limited to, transportation and off-site activities.
• Ensure that all SIF vehicles insurance is renewed and up to date.
• Process suitable documents and forms for the petty cash.
• Prepare the weekly plan of car movements and drivers’ assignment.
• Monitor and advice and taking actions related to the cars and office needed maintenance.
• Maintain appropriate contracts with transportation companies and ensure all non-SIF drivers and transport companies hired for specific purposes know and follow.
• SIF driving policies and procedures and are maintained up to SIF standards.
• Ensure that drivers’ testing is conducted, and records of staff authorized to drive is maintained and kept up-to-date.
• Establish a regular service schedule and ensure proper maintenance is carried out by liaising with vehicle garage.
• Prepare reports of vehicle usage according to SIF guidelines monthly.
Warehouse
• Responsible for the supervision, monitoring, and detailed recording of all warehouse and stock movement activities – complete management accuracy & timely delivery
• Implementing regular ad hoc inventory on request or spontaneously
• Effective warehouse and inventory management includes proper planning, recording, controlling, and monitoring of the inventory.
• Report inventory differences immediately to Log officer with all related documents to sort out.
• Manages supply-chain requests and ensures they are treated in a timely manner and ensure that OTIF (Ontime and in Full) is achieved as per the Log set objectives.
Asset Management
• Manage asset inventory and tracking systems for all SIF assets in all offices.
• Ensure appropriate logistics filing systems to include all equipment manuals, maintenance schedules and standard documentation.
• Prepare all assets & documents needs for new and resigned employees.
• Responsible for overseeing and monitoring asset management and updating asset list as required.
• Prepare list of obsolete asset and items for management decision and carryout the disposal accordingly.
• Ensure all assets and SIF properties are maintained to a good working order and appropriate standard.
• Produces asset and equipment reports monthly and share with Deputy LogCo and LogCo.
Logistics Cash Advances
• Is responsible for managing finances for the cost centre(s) under their responsibility.
• Trains the Logistics team on how to utilize and account the log Cash
• Manage Log Cash Advance and ensure that all expenses are accounted.
• Ensure GL is received from LogCo before utilizing Daily workers.
ADDITIONAL DUTIES
• Tracking needs with all governorates regarding car contracts and office supplies.
• Oversee SIF premises to ensure a safe, productive, and comfortable work / living environment for staff members.
• Check offices in all governorates.
• Adhere to SIF behavior and ethics policies.
• Perform other duties as required.
• Perform other related duties as required.
Reporting line:
• The post holder report to : Logistics and Procurement officer
• The Staff reporting to this post holder: Drivers
Qualifications
• At least 1 years of logistics practical experience
• Diploma in procurement / logistics and supply management or closely related fields.
• Solid experience on suppliers’ contract management (from drafting, supplier performance, up to payment and termination); will be an asset.
• Good knowledge and experience of asset management and storekeeping. Will be an asset.
• Previous experience of working on humanitarian programs in SIF’s sectors of operation, particularly WASH, livelihood, and food security gender and protection; will be an asset
• Computer literacy and word processing and Excel skills is required.
• Excellent self-awareness, as well as strong analytical and critical thinking skills;
• Ability to plan workload and demonstrate accountability for outputs with minimal direct supervision.
• Good organizational skills including accuracy, consistency, attention to detail, tenacity, and the ability to work under pressure.
• Fluency in English (verbal and written);
• Competent candidate having command over local language will be advantages
• Diploma in procurement / logistics and supply management or closely related fields.
• Solid experience on suppliers’ contract management (from drafting, supplier performance, up to payment and termination); will be an asset.
• Good knowledge and experience of asset management and storekeeping. Will be an asset.
• Previous experience of working on humanitarian programs in SIF’s sectors of operation, particularly WASH, livelihood, and food security gender and protection; will be an asset
• Computer literacy and word processing and Excel skills is required.
• Excellent self-awareness, as well as strong analytical and critical thinking skills;
• Ability to plan workload and demonstrate accountability for outputs with minimal direct supervision.
• Good organizational skills including accuracy, consistency, attention to detail, tenacity, and the ability to work under pressure.
• Fluency in English (verbal and written);
• Competent candidate having command over local language will be advantages
Specific Vacancy Requirements
Being an association with limited means, versatility and flexibility are necessary to overcome any difficulty temporary and exceptional.
The employee may be affected to perform other tasks in accordance with it job category, in case of need related to the functioning of the Association or to changes in its policy and it organization, and respecting the pattern of fixed-term contract.
The employee may be affected to perform other tasks in accordance with it job category, in case of need related to the functioning of the Association or to changes in its policy and it organization, and respecting the pattern of fixed-term contract.
Salary and Benefits
The advertisement will be closed immediately upon selection of the successful candidate. The successful candidate is required to join immediately
Women are strongly encouraged to apply
Women are strongly encouraged to apply
About us
Founded in 1991, Secours Islamique France (SIF) is a nongovernmental organization devoted to international solidarity, social and humanitarian causes in the fields of humanitarian assistance and development aid, both in France and in the world.
SIF is dedicated to alleviating the suffering of the poorest people in France and around the world. It acts wherever humanitarian and social needs require mobilization of emergency relief and implementation of development programmes. SIF is inspired by the values of Islam, solidarity and respect for human dignity, which are at the heart of its concerns. Through its commitment, values and missions, it calls for the building of human solidarity that transcends differences and borders.
SIF has started to work in Syria since 2008 and has been operating in many governorates namely, Aleppo, Damascus, Daraa, Hama, Homs, Rural Damascus, and Quneitra. Shelter support is among their main programs along with Education, community services, and provision of water, sanitation and hygiene.
"Secours Islamique France considers diversity a strength. We therefore review all applications, provided they demonstrate the skills required for the position to be filled.
As a humanitarian NGO, SIF is committed to respecting the humanitarian principle of (Do No Harm) and ensures that the safety of our beneficiaries (including children), employees, volunteers, partners, and service providers is a primary consideration in all its activities.
SIF maintains a zero-tolerance policy toward any form of fraud, corruption, psychological/sexual harassment, abuse or violence of any kind, and, more broadly, any breach of legislation, regulations, the Child Safeguarding Policy (CSP), or the internal code of conduct, both at headquarters and in the field.
In line with these principles, this position is subject to a criminal record check as well as professional reference checks.
Our charter is a genuine commitment: we mobilize all of our staff to promote, share, and uphold the principles set out.
Together, lets rise to the challenge for solidarity that transcends differences."
SIF is dedicated to alleviating the suffering of the poorest people in France and around the world. It acts wherever humanitarian and social needs require mobilization of emergency relief and implementation of development programmes. SIF is inspired by the values of Islam, solidarity and respect for human dignity, which are at the heart of its concerns. Through its commitment, values and missions, it calls for the building of human solidarity that transcends differences and borders.
SIF has started to work in Syria since 2008 and has been operating in many governorates namely, Aleppo, Damascus, Daraa, Hama, Homs, Rural Damascus, and Quneitra. Shelter support is among their main programs along with Education, community services, and provision of water, sanitation and hygiene.
"Secours Islamique France considers diversity a strength. We therefore review all applications, provided they demonstrate the skills required for the position to be filled.
As a humanitarian NGO, SIF is committed to respecting the humanitarian principle of (Do No Harm) and ensures that the safety of our beneficiaries (including children), employees, volunteers, partners, and service providers is a primary consideration in all its activities.
SIF maintains a zero-tolerance policy toward any form of fraud, corruption, psychological/sexual harassment, abuse or violence of any kind, and, more broadly, any breach of legislation, regulations, the Child Safeguarding Policy (CSP), or the internal code of conduct, both at headquarters and in the field.
In line with these principles, this position is subject to a criminal record check as well as professional reference checks.
Our charter is a genuine commitment: we mobilize all of our staff to promote, share, and uphold the principles set out.
Together, lets rise to the challenge for solidarity that transcends differences."
Required employees number
1
Posted On
May 21, 2026
Expiry Date
Jun 20, 2026
Photo
Required
CV Language
English