Logistics Officer

Who are we  Concern Worldwide is a non-governmental international humanitarian organisation, and was founded in 1968. Concern Worldwide currently operates in a number of countries across the globe, with its Head Office in Dublin. We work with the poor and vulnerable in the world’s poorest countries to help them bring about long-lasting change in their lives and realise their fundamental human rights; to food, to health, to education, and ultimately to a life of dignity. Together with local and international partners, and with the beneficiaries themselves, we respond to emergencies and undertake long term development work.  We work across the world to promote a better understanding of extreme poverty, and we campaign for local and global action that will help reduce this. Job Summary                     Provide logistical support predominantly in Procurement but flexibility in fulfilling transport and warehousing activities when required to the country programme   Duties and Responsibilities   Procurement – Report to Procurement Officer Spend majority of time in procurement unless deployed to assist in other functions as per the Logistics Managers Request Assist Procurement Officer PO to Register all SR’s received by Logistics into the SR tracking report and distribute to all programme managers every Friday before midday. Prepare procurement documentation such as tender dossiers or Request For Offer Forms as requested by the PO Collect quotes when required ensuring transparency and ethical collection.  Quotes are to be collected in a confidential manner and as per the Concern Procurement Policy 2011.  Respect timelines for procurements and ensure timely delivery of quotations and documentation to ensure a speedy process.  File all procurement paperwork as per the Concern Procurement Policy 2011 Manual.  This includes any tender files for any active tender process.  Once completed handover to PO for final handover to finance.  Become familiar with specifications and requirements of requested goods and services and seek confirmation from technical staff as necessary. Coordinate with suppliers regarding delivery schedules and transportation arrangements and advise relevant staff of the same. Develop and maintain a database of preferred suppliers. Ensure adherence to the Concern Procurement Policy 2011 or any relevant reviewed documents.      Warehousing (spend 2 weeks with storekeeper for training) In the absence of the Warehouse storekeeper and as requested by the Logistics Manager you must be able to manage the day to day operation of the warehouse to ensure seamless exit and entry of goods into the warehouse. Ensure that all stock is correctly issued into and out of the stores, and held in appropriate conditions during the absence of the storekeeper and while you are in the warehouse.  Do a handover of the movements of stock with the storekeeper during your time managing the warehouse upon their return.  With the Logistics Manager, conduct sample stock checks on a monthly basis, and full stock checks on a 6 monthly basis if it falls during your period of covering the warehouse. Manage the casual workers during loading and off-loading and prepare payment documentation with the relevant programme being charged within 24 hours of work carried out.  Assist with asset management duties such as list verification, tagging etc Ensure adherence to the Concern Warehouse Manual.    Transport (spend 6 weeks with transport officer for training) During the absence of the transport officer you will need to run the transport function as per the Concern Transport Policy 2008 Ensure drivers report on time, fill log sheets appropriately and completely including fuelling, carry out daily checks on the cars and keep the vehicles clean and in good running order Verify all documentation on the vehicles are in date and if not to report to the hire company to renew in a fast manner Create a weekly plan of all requests for vehicles submitted by programmes by Thursday 1500.  Report back to programmes on any conflicts or unfilled requests by midday Friday so action can be taken to see if there are other alternatives for fulfilling the request. Fill the cars as per the Concern Lebanon policy ensuring that all vehicles MUST have an authorised Fuel Voucher before refuelling. If transport officer is not on duty at the month end ensure the following reports are submitted before the 3rd  of the month to the Logs Manager Monthly Transport Report Drivers Timesheets and Overtime Report Casual Drivers Payments Fuel Voucher Reconciliation Weekly Per Diems as per the Per Diem Claims Policy of Concern Lebanon   Skills, Qualifications, Experience and Attitude Required A valid driving license and clean driving record At least two years’ INGO experience in one or more of the above sections Fluent Arabic & English speaking and writing is essential Experience in IT essential particularly with Excel, Word, Outlook and Powerpoint.  Access an advantage.  Willing to work flexible hours due to the emergency nature of some of the projects including visits in the field as per need of the project activities including occasional overnight stays away from home base Ability to adapt to changing needs of the logs department Commitment to humanitarian principles and values Commitment to Concern equal opportunity and gender practices Preference will be given to residents of Akkar district.