مطلوب مساعد منسق اللوجستيات لدى NGO – solidarite

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.