Logistics Officer

PRESENTATION OF HANDICAP INTERNATIONAL Handicap International is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights. Handicap International is a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission. For more details on the association: http://www.handicap-international.org Handicap International is composed of 2 operational divisions: Humanitarian Action Division Development Division   MISSION CONTEXT Context of the position: The actual intervention context is characterized by remote management modalities of intervention, through Partners. Bring constant support and guidance to the teams and maintain technical quality in the frame of HI integrated approach is the main challenge to take up. Objectives: Under the responsibility of the Area Coordinator, the Logistics Officer will support in the implementation and the follow up of logistical procedures and tools. According to the position, the Logistics Officer must keep all the data confidential, and share it only with the designated persons.   ACCOUNTABILITIES Line manager: Area Coordinator Line manager+1: Head Of Mission Supervise: Logistics Assistant and Office Keeper In direct cooperation with: Projects and Support Services departments   MAIN TASKS1.       Office management, equipment and IT Ensure proper management of the office (provision of stationneries, maintenance, and paymnet of running costs); Provide each employee with all necessary equipment (laptop, mobile phone), furniture and stationery; Anticipate the creation of new email address and provide support for IT configuration; Act as a focal point for all IT issues; Provide support to all employees concerning logistics issues; Ensure the appropriate storage and follow up for all goods, items and equipment; Keep update the TSE, prepare supporting documents in case of donation or shipment; Support the Area Coorinator in the management of Logistics budget: update the forecast on a monthly basis; follow up the consumption, anticipate and avoid under/over spending; Liaise with Lebanon mission for all issues related to Movement, IT, accommodations, facilities, drivers’ and cleaner’s management (providing all the information required and ensuring proper follow-up); Ensure strict application of all HI logistical procedures: Facilitate and organize all the movements, in link with Lebanon mission;  2.       Movement, Accomodation and visitors Facilitate and organize all internal movements in link with Lebanon mission; Make sure an accomodation is planned when necessary (Guest houses, hotel); Facilitate and organize international movements (booking flight tickets, send and share ITR, etc.); Provide all visitors with an enveloppe including mobile phone, contact list, map, keys, instructions, etc.;  3.       Procurement Prepare the Purchase Plan at the beginning of each project, in coordination with Operational and Support team, Area Coordinator, Coordination in Amman and HQ if necessary, and ensure its strict application; Realize all the purchase needed for Partners and for the office, in the respect of HI logistical procedures, and donors requirements; Make sure that all purchase folder are complete with all the documents and validation required; Keep update the purchase follow-up tools (TSA, PPFU); Develop a suppliers register and price list and maintain a professional relationship; Coordinate with HI other missions based in Lebanon and/or in other countries of the area; Follow up customs clearance process;  4.       Partner’s Logistics Management Interact directly with the HI partners Logistics focal point in order to provide appropriate support concerning purchases and logistics issues, in coordination with the Area Coordinator and Projects Manager; Ensure the respect of Logistic Procedures and that partners comply to donors’ requirements as defined in Partnership Agreement; Act as budget manager for partner support and running cost in terms of budget proposition and validation of expenses realized by partners; Ensure the validation of procurement procedures related to partner’s support costs and program activities; Consolidate partners’ stock reports and verify the reconciliation tools with the Project Managers; Ensure the appropriate filing of logistic documents, in coordination with the Projects Support Officer; Prepare all necessary documents for donations to partners, in respect of HI procedures; Organize and follow up shipment of material from Beirut to Syria; If necessary, Identify and suggest improvement of the quality of the applied logistics procedures for partners; Prepare and facilitate trainings and workshops for partners in order to improve their logistical capacities;  5.       Reporting and Coordination Participate to the redaction of the monthly Situation Report; Prepare the monthly Logistics Reports (Purchases, Equipment, Contracts, Narrative, Inventory, Stock, Fleet, Motor, Guest House) applicable to the base; Participate to the internal meeting, ensuring the redaction of the minutes if required; Ensure a smooth coordination with the coordination in Amman and provide them with all information required; Ensure a smooth coordination with Lebanon mission, liaising for daily operation management, sharing information and tools, meeting in case of need; Ensure a smooth coordination with the team based in Jordan, providing support in case of need, liaising for purchases and shipment issues, sharing information and tools,. Be proactive to find solutions and/or to improve the overall logistics management;  6.       Security Report any incident inside or close to the office to the Area Coordinator; Ensure the security in the office, by securing all sensitive items, and raising awareness among employees on security rules and cautions; Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.   REQUIREMENTS Education and experience: Bachelor Degree in Logistics, and/or Business Administration; At least 2 years experience on the same position; Experience with NGO is a strong asset Computer Skills: Very good computer skills (Microsoft Pack Office mandatory: Excel, Word and Outlook) Professional & Personal skills: Excellent interpersonal and intercultural skills Ability to work under high pressure with a great level of personal organisation Ability to work independently and collaboratively in a team Strong organizational and Communication Skills and practical approach Proactivity and flexibility Diplomacy and interpersonal skills Confident, rigorousm precise and incisive Language: Mandatory English and Arabic (oral and Written) French would be an asset   JOB CONDITIONS Remuneration: according to HI salary grid Starting date: ASAP Duration/ Type of contract: based on a timeline project Others: Health insurance