Base Logistics Supervisor

PREMIERE URGENCE   AIDE MEDICALE INTERNATIONALE -         LEBANON    -                                                           Base Logistics Supervisor   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.   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.     POSITION GENERAL INFORMATION   Position: Logistics Supervisor Based in: Halba Base   Supervision   Under the direct supervision of:              Logistics Manager Under the technical supervision of:       Logistics Coordinator Supervision of  :                                             Drivers, Housekeepers Under the overall supervision of:            Head of Base   OVERALL MISSION   General objective   The Logistics Supervisor at the Halba base will be in charge of the overall management of the logistics activities at base level. The Logistics Supervisor will work under the direct management of the Logistics Manager based in Halba and under the technical supervision of the Logistics Coordinator.   The Logistics Supervisor position’s major objectives are to properly achieve the following global tasks:   4  Implementation & follow up of all logistics components  related to the base. 4  Supply all items required by the authorized staff of the base, in compliance with PU-AMI procurement and storage procedures. 4  Team management of the drivers and housekeepers. 4  Capitalization of all aspects of the logistics outputs in direct link with the Logistics Manager.   Responsibilities and tasks   1.      Procurement Management: 4  To supply all items required by the authorized staff of the base, in compliance with PU-AMI procurement procedures. 4  To  edit, validate with concerned managers and follow all purchase files for the base. 4  To  verify, update and archive all purchase files. 4  To issue the Purchase Request follow-up at base level (weekly and/or monthly). 4  To compile, check and clean all procurement related archives. 4   To capitalize on the supply work done through markets studies, editing of catalogs, and other tools if necessary. 4  To create and implement new tools related to procurement if necessary, with the aproval of the management. 2.      Management of transport of goods: 4  To manage reception, transit and delivery of all items requested and purchased. 4  To ensure that the PU-AMI procurement procedures are well respected in the rental process. 3.      Storage: 4  To regularly inspect the storage facilities to assess the work needs 4  To ensure material is stored under suitable conditions and monitor expiration dates. 4  To ensure procedures are followed for all dispatch of items, out of stock, in stock. 4  To see that all documentation linked to stock is complete and correct. 4  To supervise monthly physical stock inventory. 4  To do a complete storage reporting file every month and share it with the technical coordination. 4.      Fleet Management: 4  To follow the needs in terms of vehicles and insure that needed vehicles are provided in a timely fashion for the coordination base. 4  To participate in drawing up mechanical assessments for vehicle needs and report them to the car suppliers. 4  To supervise the Drivers in the organization of the schedule of vehicle movements and drivers at Halba base level. 4  To prepare and facilitate training to logistics’ staff regarding fleet management activities. 4  To ensure the proper ordering, dispatch, use and follow up of Fuel cards and logbooks. 4  To ensure that all fuel consumption and mileage data are monitored, consolidated, analyzed and reported for each vehicle. 4  To monitor the use of vehicles, damages and report issues linked to both use and potential damages. 4  To ensure that the administrative documents for all vehicles are available, filled and monitored. 5.      Premises Management: 4  To regularly inspect the office(s), guest house(s) and other work premises and assess the work needs. 4  To draw up a list of needs and manage the stock of maintenance items and consumables. 4  To look after all material or furniture on the base, carry out minor maintenance and repair work as well as improvements to the premises. 4  To find additional premises upon identification of needs and follow up all contractual aspects of all premises. 4  To  prepare and facilitate training to logistics’ staff regarding premises management activities.   6.      Durable Equipment Management 4  To  prepare, secure, validate and archive all Durable Equipment documents. 4  To  make sure that all Durable Items   are tagged with logistics codes and  properly followed and maintained. 4  To  update and verify the asset list and report it to coordination on a monthly basis. 7.      Financial Management 4  Management of the cash forecast in link with the logistics activities. 4  To support the management in the budget making process for new projects regarding logistics expenses (supplies, cost of procurment…)   8.     Documentation, Coordination and Reporting 4  Ensure a good documentation follow-up and archiving. 4  To consolidate the internal contact list of the base and share it with the coordination base on monthly basis. 4  Develop and implement new tools and guidelines. 4  To centralize all the reports linked to the logistics domain and share them with all parties concerned in timely fashion. 9.      Human Resources 4  To manage the  logistics  staff (drivers and housekeepers) at base level (HR Management Full Cycle Perspective including JD issuing, recruitment, evaluation…) 4  To ensure that all the logistics staff has a proper training plan. 4  To support the hiring process for logistics staff  at base level when needed. 4  To ensure the continuous general training of logistics staff at base level and regularly test their knowledge. 4  To make the team of drivers accountable for complying with PU-AMI procedures and security regulations. 4  To ensure that all personal allowed to drive PU-AMI cars have valid and appropriate documents. 4  To conduct appraisals every six months for the staff. 4  To solve team conflicts and ensure team building and discipline.   The tasks and responsabilities defined in this job description are not exhaustive and can evolve depending on the project needs.   QUALIFICATIONS   Mandatory requirements   Language Skills: Fluent in Arabic and English,(speaking/ reading/ writing).  Education Degree: University degree in logisitics, management or a related field. Work experience: 2 years professional experience in a logistics function, preferably in an NGO Computer skills: Good skills in networking and Internet. Very good knowledge in Microsoft Office (Word, Excel, Outlook) Other  requierement -         Mechanical or logistics skills -         Valid driving license (For minimum 2 years)   Assets   Other knowledge: Acquaintance with INGO' rules, procedures and regulations Interest: Work in relief Transversal skills -         Honest and trustworthy -         Reliable, rigorous and well organized -         Able to manage and train a team of logistics support staff (drivers, assistants) -         Motivated and dedicated to his/her job -         Able and willing to learn to extend his/her scope of work -         Able to manage priorities, take initiatives and work without constant supervision -         Motivated and dedicated to his/her job