Operations Assistant

Reports to: Technical Procurement and Logistics Officer

Department: Logistics & Procurement Department

Duty Station: Amman with frequent field visits to LWF work locations.

Background

LWF World Service is the humanitarian and development arm of the Lutheran World Federation. We are a widely recognized, international, faith-based organization working in over 25 countries. We seek to unite people of all backgrounds in the quest for justice, peace, and reconciliation in an increasingly complex and fragmented world.

A commitment to the human rights of every individual, regardless of their status, guides our work, actions, and operations. We are particularly known for our timely, compassionate, and professional humanitarian work and our field presence in hard-to-reach areas. Our work is people-centered and community-based. Above all, we work with the most vulnerable, and to claim and uphold their rights, we engage proactively with local government and community structures. www.lutheranworld.org/WorldService

LWF Jordan is one of the 25 country programs managed by LWF World Service. This initiative has been operational in Jordan since 2013, serving the community for over a decade. Our primary objective is to assist marginalized communities by strengthening their resilience, social cohesion, and fostering sustainable livelihoods. We provide protection and humanitarian services across various sectors, including Individual Counseling, Group Therapy, Community-Based Activities, Awareness Raising, Child and Youth Programs, and Capacity Building. LWF Jordan is committed to supporting individuals facing the most challenging circumstances. We offer our services to all people, regardless of their ethnicity, gender, religion, race, or political affiliations.

Scope Of Work

The Procurement and Logistics Assistant support procurement, fleet management, equipment and asset management, and general services under LWF Logistics policies and procedures, ensuring efficient, transparent, and compliant support to LWF Jordan's programs.

Main Tasks

1- Procurement Support

Assist in conducting local market surveys and maintaining an updated local supplier database.
Support the procurement process by helping ensure value for money, quality, and sustainability of goods and services.
Assist in implementing procurement procedures and organizing local purchasing activities, including market surveys, ordering, monitoring, and receipt of goods.
Support the processing of purchase orders, provide feedback to requesters, and assist in updating the PR Tracker.
Assist in receiving materials from suppliers and verifying delivery documentation.
Support the proper filing of procurement documents and coordinate with the Finance Department to facilitate timely payments.
Assist in maintaining positive relationships with local suppliers and following up on service contracts.
Assist in the administration of LWF's E-Pprocurement System, including supplier onboarding, registration, and providing basic guidance and training to suppliers on the platform.

2- Fleet Management Assistance

Define weekly project movement plans and travel requirements.
Prepare the Fleet Monitoring Chart and ensure logbooks are accurately filled.
Ensure drivers use secure routes and respect security driving rules.
Supervise vehicle maintenance in coordination with focal points
Ensure proper archiving of fleet files.

3- General Maintenance & Stock Control

Assist in monitoring warehouses across all LWF locations to help ensure storage facilities are managed in accordance with LWF policies and safety standards.
Support the identification of premises' needs and assist in coordinating maintenance, fitting, and servicing activities.
Assist in ensuring that all premises and warehouses comply with the minimum safety and security requirements.
Support proper stock management and maintain accurate documentation for goods and equipment across all locations.

4- Administration Support

Assist in the day-to-day administrative operations of the office.
Assist in coordinating office maintenance and facility-related activities.
Support the management of office assets, furniture, and equipment.
Assist in monitoring office supplies and coordinating replenishment.
Support the filing and archiving of administrative documents.
Assist in coordinating meetings, workshops, and office events.
Assist in coordinating with service providers and following up on administrative services.
Perform other administrative support duties as assigned by the supervisor.
Assist in preparing the monthly Contract Follow-Up (CFU) report.
Support the monitoring of contract renewal and termination dates by notifying relevant staff in a timely manner and collecting their feedback to facilitate the renewal or termination process.
Support the administrative and logistical needs of the field offices in Irbid, Zarqa and Zaatari, ensuring efficient and timely operational support.

Education

Requirements and Qualifications:

Bachelor's degree in Business Administration, Supply Chain Management, Logistics, or a related field. Additional certification in procurement/logistics is an advantage.

Experience

Minimum of 3 years of relevant professional experience in procurement and/or logistics, with prior experience working for an NGO, INGO, or other humanitarian/development organization required.
Demonstrated experience in supplier management, purchase order processing, fleet management, and stock/asset control.
Experience working with donor-funded projects and familiarity with donor procurement compliance requirements is an asset.

Skills & Competencies

Strong knowledge of procurement principles, procedures, and best practices.
Good understanding of fleet management, stock control, and asset management processes.
Proficiency in MS Office (Word, Excel, Outlook) and comfort using tracking/monitoring tools and databases.
Strong organizational skills with close attention to detail and accuracy in documentation.
Good negotiation, communication, and interpersonal skills.
Ability to work independently, prioritize tasks, and meet deadlines under pressure.
High level of integrity, transparency, and commitment to ethical procurement practices.
Fluency in Arabic and good working knowledge of English (spoken and written).
Willingness to travel frequently to field locations as required.

Personal Attributes

Commitment to LWF's values, Code of Conduct, and humanitarian principles.
Cultural sensitivity and ability to work with diverse teams and communities.

Lutheran World Federation

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