وظيفة شاغرة Logistic Officer

Mission:

Under the direct responsibility of the Logistics Manager in Lebanon, the Logistics Officer is responsible of procurement, fleet management, equipment management and general services under Humanity & Inclusion Logistics policies & procedures.

Location: Aley with frequent movement to Beirut HI office

Reports to: Logistic Manager

Manage: Operations support Driver and Cleaner

Interacts with: Country Manager, Operations manager, Chief of Operations, Log team, finance & accounting teams, HR team and Project teams

Missions / Responsibilities

Responsibility 1: Procurement and supply chain Management

Aim: To cover the project’s needs for materials, equipment and services

Benchmarks: introduction and compliance with procurement management procedures; security of supply; project team’s satisfaction with the management of supplies.

Activities:

• Analyse and ensure local market surveys and keep a local suppliers database updated corresponding to HI needs and criteria (quality, price, service, ethics etc.)
• Make sure to always consider value for money having in mind quality and sustainability of the goods.
• Implement HI procurement procedures and organize the different stages in the local purchasing of goods and services (market, surveys, ordering, monitoring, receipt, conformity checks etc)
• Process the orders and ensure their follow-up and provide feedback to the applicant and inform his/her manager in case of problem.
• Monitor Purchase and service requests by updating the PSR monitoring chart.
• Ensure the adequate filling of purchases files: signatures, presence and validity of the documents.
• Follow up all the purchase files of our local partners in order to ensure that it respects HI’s procurement procedures. In case of any discrepancy, inform his/her manager (as much as possible in writing).
• Ensure payment to the suppliers in link with finance department according to the invoice brought by the purchaser and suppliers.
• Ensure proper follow up of the services contracts and update contract follow up.
• Support the logistics manager with the drafting of contracts, resource plan per project and mission supply plan
• Support the logistics manager in national and international calls for tender.

 Responsibility 2: Fleet management.

Aim: To provide safe and suitable means of transport for the smooth running of activities.

Benchmarks: suitability of means of transport to the programme/ project context; monitoring of a vehicle fuel consumption table; existence of vehicle management procedures; quality of vehicle maintenance, vehicle utilisation rate and respect for user schedule; quality of the fuel supply contract; user satisfaction

Activities:

• Define the weekly project travel requirements.
• Ensure the respect of HI movement and transport management procedure.
• Collect and ensure the reconciliation of all documents regarding fuel consumption (fuel voucher, logbook, petrol station detailed invoice…).
• Prepare the Vehicle monitoring chart (VMC)
• Ensure the adequate filling of all documents by the driver and Expats, specially the Log book.
• Archiving of fleet files in a proper way.
• Manage and follow up the transport service contracts.
• Support the Driver to organize and follow up the transportation of the goods.
• Make sure all drivers know the roads, used secure roads and respect the security driving rules
• Supervise the general maintenance of vehicles in link with the Drivers
• Ensure any required training for project staff and drivers on HI principles related to Logistics.

Responsibility 3: Ensuring the correct management of equipment and IT at office level 

Aim: To ensure the office has the means necessary for its smooth running

Benchmarks: computer equipment and software adapted to the programme’s needs; data security (back-ups), rate of servicing for computer equipment and for other equipment; existence of equipment management procedure

Activities:

• Ensure that Equipment and IT Management Policy is implemented, understood and respected.
• Be the focal point for IT related issues and requests.
• Ensure proper installation, follow up and upgrade of IT equipment (hardware, software, network, back up, security systems and devices).
• Train/support (or supervise the training) users on how to properly use the equipment including IT equipment.
• Ensure daily monitoring of IT equipment performance and report any issue to the Logistics Department Manager.
• Ensure the installation, maintenance, monitoring and traceability of equipment (computer, power-supply, communication etc.).
• Ensure that the documents related to equipment management are compliant with HI policy
• Make sure that HI standard storage procedures are followed; ensure the quality procedures and control the stored goods.
• Ensuring the physical management of stocks and storage facilities.
• Ensuring the correct management of customs clearance procedures at Lebanon Level.
• Apply equipment management procedures and written certification of each withdrawal of equipment from stock.
• Ensure the use of and accurate update of the Equipment Monitoring Chart (EMC) and the quality of the data it contains.

Responsibility 4: In charge of the general services (expatriate staff accommodation, offices, Generator, and storage facilities)

Aim: To provide the teams with comfortable living premises and preventing risk

Benchmarks: the security of the premises; the suitability of the choice of premises and the quality of their management.

 Activities:

• Define the needs and propose solutions in terms of premises and carrying out or ensuring the management of the fitting, servicing and maintenance of the premises
• Ensure that Premises meet the minimum safety and security requirements and analyze the guarantees of insurance after seeking advice from his/her manager.
• Ensure collective rules for the use of the premises are applied.
• Ensure the proper follow up of premises contracts.
• Ensuring the correct management and follow up for Generator, and heater boiler.
• Supervise the overall maintenance of the HI premises.

Responsibility 5: Organization of seminar, meeting and travel

Aim: Ensure the quality of logistics to help the project team focus on the seminar topics

Benchmarks: project team satisfaction with travel arrangement and seminar logistics

 Activities:

• Organize travel and accommodation arrangement according to the travel plan/form, organize the welcoming of staff/guest, manage the guesthouse room vacancies and follow up the maintenance (if applied)
• Organize with the project team seminars and workshop arrangements (set up of the meeting room, meals, office supplies) and ensure travel arrangement and accommodation for each attendant
• Ensuring the rent of venue or hotel, and preparing the eventual purchase file

Responsibility 6: Stock management.

Aim:  Ensure that HI standard storage procedures are followed; ensure the quality procedures and control the stored goods

Benchmarks: the security of storage facilities; the suitability of the choice of stores.

• Implement the control of the reception and inspection all incoming materials to stores and reconciles with purchase orders and delivery notes.
• Supervise all trucks when loading and unloading materials and equipment’s from and to stores.

Propose choices for the storage places for materials and advise the line manager to decide how they are to be set

Note that this job description must remain flexible; to respond to additional tasks or changes as identified by the line manager.

EDUCATION AND EXPERIENCE:

• Bachelor’s degree in Logistics or any related field
• 3 – 5 years of experience of which 3 years at least in I/NGO
• Good technical skills in mechanics and/or IT
• Previous experience in NGO

Professional Skills:

• Fluent in Arabic and English, French is a plus
• Good organisation skills
• Good oral, written communication skills
• Proficient in all computer skills; Microsoft Word, Excel, PowerPoint, Access, Internet
• IT management skills
• Good negotiation skills, Good capacity in team work  and adaptability.

PROFESSIONAL STANDARDS:

HI workers must adhere to the values and principles outlined in HI Code of conduct. In accordance with these values, HI operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child. Safeguarding, Anti-fraud, bribery, and corruption.

Handicap International is an equal opportunity employer and particularly welcomes applications from woman and persons with disabilities.

Basic salary for the position: The Logistic Officer is going to be paid according to the experience and to HI salary Grid.

وظيفة شاغرة Logistic Officer

Basic Salary :1700 USD.

Closing date:06/06/2023

Only shortlisted candidates will be contacted. Application should include CV and motivation letter. Incomplete motivation letters and applications received after the deadline will not be considered. Interested candidates send their CV to recruitment@lebanon.hi.org  with the subject “Logistic Officer Aley”.