وظيفة شاغرة Deputy Logistics Coordinator

ABOUT THE STRUCTURE…

Solidarités International is an International NGO working with vulnerable populations, mainly victims of armed conflicts and natural disasters. Specialized for nearly 40 years in the coverage of vital needs, S.I. takes charge of emergency and reconstruction programs.

With respect for cultures and close to the people, Solidarités International implements its programs by combining its skills with those of its employees and local managers.

Solidarités International’s teams, made up of around 270 expatriates and nearly 2200 local employees, are today present in 24 countries in Asia, Middle East, Africa and Caribbean where they are particularly committed to fighting diseases related to unsafe water but also in the essential area of food security and livelihoods.

 

ABOUT THE JOB

General objective:

The Deputy Logistics Coordinator implements and supervises all logistics operations at Beirut base, including the budget line management.

He ensures the mission follow ups of: vehicles, equipment, communication and IT

He ensures Solidarités International purchasing procedures are followed.

He supports the Logistic Coordinator on mission logistics management, in keeping with Solidarités International procedures.

He assists the Logistics Coordinator in the implementation of safety rules.

 

The main challenges:

Procurement software, being specific. Meaning that it should be learned and mastered to perform the required tasks, and to provide technical support to colleagues at the national level

Lack of full documentation and SoPs governing the work of logisticians on the mission (and globally)

Challenging supply operations at the base level

Proper follow up on contractors and contracts management

Workload (considering new grants and projects) including the goal to step up with the quality of work done by the logistics department at the mission level

 

Priorities for the 2/3 first months:

Getting up to speed with LINK operations

Responsibilities and main activities:

Supply Management in Beirut and for the mission

Vehicle Fleet Management

Monitoring shipments

Beirut Premises management

Reporting/Capitalization

 

Responsibilities and main activities:

Beirut Supply Management

• Carry out a purchasing environment analysis at the Beirut level
• Manage the Solidarités International purchasing procedures and those from donors funding the programs.
• Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints
• Receive, approve and process requests for quotes and procurement requests
• Ensure that budgetary lines related to logistics are monitored and observed
• Supervise the preparation of purchasing documents and draft the contracts
• Ensure that dealings with suppliers are monitored
• Manage and follow up procurement processes in LINK (Procurement software)

 

Lebanon Supply management

• Participate in the drafting the call for tenders
• Ensure that purchase files for Lebanon over 5 000 euros follow the Solidarités International purchase procedures
• Ensure the link with HQ logistics for purchase file validations and follow-up
• Ensure that purchasing documents are complete and archived in keeping with Solidarités International procedures
• Provide support to the mission on problems and best practices of LINK (Procurement software)

 

Lebanon Monitoring shipments

• Give full support to the Logistics Coordinator in the monitoring of freight on international shipments
• Oversee the  customs clearance procedures and exoneration of importer material
• File and archive Beirut logistics documents. Manage the mission archiving process and send it to HQ

 

Beirut Vehicle Fleet Management

• Supervise the planning and execution of maintenance and repair work on Beirut vehicles
• Ensure that a complete breakdown kit is available on board all vehicles
• Permanently ensure that all drivers have received general training and carry out regular testing
• Ensure that drivers are aware of their obligation to adhere to Solidarités International safety rules and procedures
• Check that vehicle log books are in place and are used correctly

 

Lebanon Vehicle Fleet Management

• Ensure that base needs are covered and that the bases follow the Solidarités International Fleet management procedures
• Ensure the dealings with the vehicle and GPS providers
• Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analysed and recorded
• Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored

 

Beirut Equipment/Telecommunications Management

• Update Beirut inventory in real time and optimize distribution of materials according to task needs
• Performs each 3 month a physical inventory of Beirut equipment
• Organize the installation, safe-guarding and monitoring of materials
• Train teams in the use of these communication means

 

Lebanon Equipment/Telecommunications Management

• Update mission inventory in real time and optimize distribution of materials according to task needs
• Performs 1 time per year a physical inventory of SI bases
• Ensure the procurement of equipment for Lebanon mission

 

Beirut Management and Monitoring of IT Equipment

• Update antivirus software
• Implement backup and data-protection procedures
• Ensure the maintenance and correct use of IT equipment

 

Lebanon Management and Monitoring of IT Equipment

• Provide technical assistance to teams and organize training sessions
• Ensure the link with HQ for all questions related to IT
• Ensure the link with IM teams for all IT needs

 

Beirut Premises management

• Identify new apartments, negotiate prices and conditions, prepare contracts.
• Ensure premises are secured, supplied, maintenance and rehabilitation done.
• Manage and follow-up lease agreements

 

Human Resource Management

• Recruit, train and supervise the logistics team in Beirut.
• Conduct performance reviews for members of the logistics team
• Organize formal team meetings at regular intervals

 

Security

• Implement team safety measures as determined by the coordination team
• Train teams in safety rules and procedures
• Pass on any security-related information to his/her line manager

 

Reporting/Capitalization

• Ensure the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes)
• Consolidate logistics packs monthly and pass on to the logistics coordinator
• Analyses base logistics pack by following logistics coordinator instructions
• Provide the logistics coordinator with all information needed to draft intermediary and final reports

 

ORG CHART POSITION (reporting and functional relationships)

Line manager: Logistics Coordinator

Line report(s) on base: –

Functional manager:

Functional report(s):

 

YOUR PROFILE

Specific skills and experience:

Education: University degree

Experience:  Relevant experience within logistics and supply chain, experience of project management and working with SAP,

Knowledge of: Procurement management, fleet management, supply chain management, inventory control, intermediate IT knowledge.

Previous experience with NGO is an asset

Problem solving and analytical skills with the ability to assess challenges and recommend solutions

Strong training/capacity-building skills

Computer literacy with very good command of MS Office

 

Soft skills:

Excellent diplomacy skills

Good verbal and written communication skills

Flexible (will have to take on responsibilities that might not be directly on his/her JD)

Mobility to visit different locations (day trip) in Lebanon on a regular basis (weekly).

Adaptability to changing work environment and possible volatile security situation

Stress management skills: ability to work under pressure to meet tight deadlines, with peaks of heavy workloads;

 

Language:

Fluent English and Arabic: speaking, reading and writing skills

French is asset

 

Others: 

Commitment to the fundamental principles of SI’s charter and ethos

 

SI WILL OFFER YOU

A salaried post: 2300 USD – Basic salary

Vacation: 1.75 Paid Leaves/month

Social and medical cover.