Procurement Assistant

Role Summary

The Procurement Assistant is mainly responsible for providing administrative support to the Procurement Unit to ensure timely, efficient, and accurate procurement operations.

Main Duties & Responsibilities

• Receives bids and regret communications from solicited companies, updates the form records with receipt details, and files all bids and correspondence in the relevant tender file
• Follows up with suppliers to obtain email confirmation of purchase order receipt after issuance by the buyer
• Notifies the requesting office promptly upon purchase order issuance, attaching a scanned copy of the PO to the notification email
• Places campus entry requests and coordinates with suppliers, end users, and porters to ensure timely deliveries, proper handover, and signed invoices
• Receives goods from suppliers when end users are unavailable, and coordinates delivery to end users
• Secures required clearances for invoice approvals, and follows up with end users and technical departments to ensure timely supplier invoice processing
• Double-checks invoices against POs and requirements, then reviews, scans, and archives completed cases digitally, updating files per established naming conventions
• Prepares invoice lists, transmits soft and hard copies to the Business Office for payment processing, and prepares petty cash reimbursement statements
• Follows up on pending invoices, tracks their status, and retrieves archived cases as needed for internal, external auditors, or other offices
• Ensures accurate and timely data entry for PR tracking after buyer assignment, PO tracking upon issuance, and invoice tracking following receipt of supplier invoices
• Provides administrative support and office backup, assisting buyers with bidding documentation, vendor follow-ups, price comparisons, and resolving procurement issues according to applicable procedures
• Creates and updates items and prices in the Procurement System, coordinates activation with the Business Office, ensures budget compliance, and informs end users accordingly
• Coordinates inter-campus deliveries between Beirut and Byblos, handles samples, sealed offers, technical submittals, and manages receiving and distribution of incoming mail and packages
• Receives cases returned by the payables office, coordinates with the staff concerned to complete required corrections, and resubmits finalized cases for payment processing
• Maintains adequate stock levels of stationery and other office supplies, ensuring proper organization and availability within designated storage locations
• Performs photocopying and filing while ensuring the proper operation and maintenance of office equipment to support smooth administrative workflow
• Prepares basic reports and witnesses deliveries of goods when required
• Acts as backup support for office staff as needed
• Performs other duties as assigned by the direct supervisor

Minimum Required Qualifications

• Bachelor’s degree in business administration or a related field
• Minimum 1 year of administrative experience (internship or exposure to procurement functions is a plus). For optimal fit and motivation within the role, the ideal candidates will typically have between 1-7 years of experience within this context
• Proficiency in MS Office (Excel, Word, PowerPoint…). Experience with Oracle iProcurement is a plus
• Effective verbal and written communication skills in English and Arabic
• Attention to detail and ability to handle multiple tasks with accuracy
• Strong organizational and interpersonal abilities
• Dedicated to delivering exceptional customer service
• Strong people skills with a collaborative approach
• Strong work ethic

Working Schedule

The standard work schedule for this position is Monday through Friday, 8:00 AM to 4:30 PM, with possible/ occasional attendance after hours and/or during weekends/holidays to ensure business continuity.

Interested candidates should email their CVs with a letter of interest outlining the applicant’s relevant experience to vacancy8@lau.edu.lb, specifying the job title in the subject line. 

CVs should include the exact month and year while listing the candidate’s professional experience and educational background.

Closing date for accepting applications is Wednesday, April 01, 2026.

No applications will be accepted after this date, and only shortlisted candidates will be notified.

The Lebanese American University is an Equal Opportunity Employer.