مطلوب موظف/ة الخدمات اللوجستية

Première Urgence – Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity. In close respect to humanitarian principles, PU-AMI promotes humanitarian access and dialogue with all components of the civil society in Lebanon, and delivers assistance based on the needs, regardless of religion, politics, and ethnic matters.

Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises.

PU-AMI in Lebanon has been implementing emergency and recovery projects in Water, Sanitation and Hygiene, in Shelter Rehabilitation, Health and in Livelihood Recovery sectors.

SUPERVISION

Under the direct supervision of logistics managerunder the technical supervision logistics managerunder the overall supervision

Field Coordinator

in supervision of

None

OVERALL MISSION

1. GENERAL OBJECTIVE

The Logistics Officer supports the Logistics activities of PU-AMI North bases, with a specific focus on procurement and Stock management and coordinates with all technical departments under the management of the Area Logistics Manager.

1. RESPONSABILITIES AND TASKS

Role and Responsibilities:

       Supply-Chain and procurement:

• • Assist in identifying suppliers for all kinds of markets related to PU-AMI’s activities and needs;
  • Contribute in assessing and preparing the list of suppliers by conducting the prequalification process;
  • Assist in collecting/drafting necessary documents for procurement procedures as per PU –AMI and donors requirements;
  • Assist in purchasing goods, assets, services from the purchase request to payment and delivery;
  • Ensure that the format and information on quotes and invoices comply with PU-AMI’s regulations and procedures;
  • Jointly control the quality and quantity of the purchased items according to the requester’s specifications;
  • Ensure compliance with administrative procedures for the management of advances and payment of suppliers;
  • Keep the records of all ongoing and completed procurement dossiers and keep the logistic archive ordered with the relevant information;
  • Follow up contracts payment deadlines and prepare the schedule of payment any logistic related contract;

Store management:

• • Stand as the focal point for all the issues regarding the warehouse for the North base;
  • Manage and organize the reception, storage and shipping of all supplies at the warehouse;
  • Ensure all requests of stock are sent and delivered to the requesters (for example, project managers, FO) in a timely manner;
  • Communicate all delays or variances in inbound/outbound freight to the Logistic Manager;
  • Monitor the quality of products at the time of reception, in coordination with the Logistics Manager;
  • Regularly monitor the quality of products during storage and, if perishable goods, to organize them according the expiry date;
  • Plan warehouse layout and space requirements (to prevent loss or damage and achieve warehouse optimization) and organize its renovation, modification in its spaces;
  • Supervise the team of daily workers in charge of transport and storage activities;
  • Ensure the recruitment of daily workers for logistics needs, their attendance on daily basis, the organization of their activities and follow up;
  • Ensure that the daily workers edit the attendance sheets and ensure their payment on time;
  • Ensure that daily workers use the safety equipment (safety shoes and gloves);
  • When is requested contact the transporters for delivery of goods and assets to the warehouse;

Fleet:

• • Assist the Logistics assistant/Head of drivers to ensure that the administrative documents for all vehicles are available, filed and monitored
  • Assist the Logistics assistant/Head of drivers to organize the schedule of vehicle movements and drivers at base level
  • Assist the Logistics assistant/Head of drivers to report all cars incident to the line manager and prepare the reports

Equipment and premises:

• • Dispatch goods, assets and equipment according to the base needs, and update the equipment list accordingly;
  • Make sure the assets are properly maintained and maintenance intervals and procedures are respected.
  • Regularly inspect the offices and premises of the base and set up repairing works on the offices and premises according the needs (painting, repairing windows etc..);
  • Regular inspect the guesthouse (GH) and set up repairing and maintenance works (whereas necessarily);
  • Manage the stock of maintenance items and consumables;
  • Fill the monthly stock report by auditing and coding all durable equipment in the office and guesthouse;
  • Monitor the storage facilities and infrastructure both from inside and outside: locate damages and propose the necessary repairs to the Logistic Manager;
  • Organize and supervise cleaning (and regular disinfection if necessary) of storage spaces;
  • Introduce protection against insects and pests and apply treatment upon the first sign of infection
  • Ensure adequate ventilation of the storage premises
  • Ensure the equipment and machines used by teams are cleaned before returning to the store
  • To find additional premises upon identification of needs and help her/his supervisor to follow up all contractual aspects of all premises;
  • Follow up the rents (office and flat) and fees (internet, electricity, water…for office and flat) payments;

Documentation and Reporting:

• • Ensure that all archiving is done in compliance with PU-AMI standards
  • Gather all logistics documents as a complete file and transfer them to the Logistic Manager;
  • Prepare the daily report to the logistics manager about the progress of the logistics activities;
  • Regularly meet with the other supply-chain and/or program teams in order to organize and plan the next deliveries and distribution plans and anticipate needs and eventually challenges;
  • Archive and centralize logistics files related to procurement, fleet, premises, warehouse and assets.

Security:

• • Report potential fleet or security incidents to the Logistics Manager
  • To follow up the security equipment if any
  • To understand and obey traffic law and regulations

مطلوب موظف/ة الخدمات اللوجستية

The tasks and responsibilities defined in this job description are non-exhaustive and can change and evolve depending on the circumstances and specific needs.

1. PRIORITIES OF THE DEPARTMENT

• Ensure the proper management of procurement files in compliance with PU-AMI procurement procedures
• Assure an adequate monthly follow up for the fuel consumption for the cars
• Provide a suitable planning for dispatching the cars and fair allocation of the drivers

QUALIFICATIONS

Mandatory requirements

• Language skills: Fluent in Arabic and English (speaking/reading/writing)
• Education degree: University degree in a relevant field
• Work experience: 2 years minimum of previous relevant experience in a logistics function and preferably in an NGO
• Knowledge and skills:
• Valid driving license at least 2 years
• Knowledge of humanitarian actors
• Computer skills: Very good knowledge in Microsoft Office (Word, Excel)

assets

Interests:

• Strong humanitarian motivation
• Understanding of the political situation in the area

Transversals skills:

• Well organized;
• Team work, proactive and flexible;
• Conflict resolution and diplomatic skills;
• Ability to analyze and suggest improvement;
• Ability to take initiative to deal with difficulties encountered in daily work;
• Ability to adapt or change priorities according to the context situation;
• Autonomy, neutrality, hard worker;
• Able to deal with a lot of stress and pressure.