Re-Advertised : Capital Logistician

ACF, an International NGO operating in Lebanon since 2006, is looking for a Capital Logistician. ACF offers a competitive salary package, a respectful and motivating working environment, trainings and promotion opportunities and is committed to core humanitarian values. Please visit our website for more information on the organisation. ACF is commited to the principles of non-discrimination and diversity and is particularly interested in receiving applications from a broad spectrum of qualified people.  ACF never asks applicants to pay anything during the recruitment process. It is entirely free. GENERAL RESPONSIBILITIES Under the supervision of the logistic coordinator, the Capital logistician is responsible for all procurement related to the capital office, strictly following donors' guidelines and ACF guidelines (Kitlog 3.4). In addition, the capital logistician will closely supervise/update the entire equipement list, supervise vehicle fleet and offfice maintenance in order to ensure an efficient response to all requesters within the capital office. The capital logisitician will monitor and report any incident related to security within the coordination office. The capital logistician will also consolidate monthly reports received from the bases and support the bases as needed. DETAILED RESPONSIBILITIES AND TASKS Objective 1 : Procurement and logistics Directly responsible for the procurement of all items for the coordination office and upper base procurement requests *** Perform all tasks related to the procurement process such as quotation requests, suppliers' visits, arrangement of delivery/confirmation, satisfactory quality/payment, price monitoring and other related procurement requests *** Review and validate the information filled in PRs (specification, delivery times, prices...) Cross-check the items on PR with stock availability before starting the procurement and provide feedback or request modifications if necessary *** Follow up on procurement orders in a timely manner ***Keep the different departments informed about the status given of their procurement requests by sharing weekly the procurement request follow up report *** Organize and archive documentation for purchases and contracts following internal procedures according to the internal logistic procedures (KitLog 3.4) *** Obtain pricing and other necessary data to support bases in budget and Procurement Purchase Plans (PPP) drafting *** Ensure accountability, transparency and due diligence as per ACF Principles and Code of Conduct/Code of Ethics *** Draw up and follow up on contracts with suppliers when necessary (in Arabic and English depending on the requirements) *** Communicate Procurement Purchase Plans (PPP) to all departments and ensure the flow of request is done accordingly *** Provide support to the line manager during the preparation of tenders Objective 2 : Vehicle fleet management Supervise the daily and weekly movement planning according to user's request *** Ensure full compliance of ACF security rules for drivers (seatbelt use, speed limits, daily reporting...) *** Supervision of vehicle movements within the base and country *** Montinor the maintenance and fuel consumption of vehicles in accordance with ACF internal logistics procedures (Kit Log 3.4) (logbook, fuel consumption...) *** Perform the proper follow-up of administrative tasks for the coordination fleet (rental contract, insurance, permits...) *** Inform and report on a timely manner to the Logistics Coordinator and/or Country Director of any security incident *** Ensure that drivers know the basic safety rules and respect driving rules Objective 3 : Equipment management and office maintenance Ensure an optimal state, proper maintenance and repair for equipment (computers, printers, copiers....) *** Keep the Coordination Office Equipment list up to date *** Label all equipments with its proper codification and ensure proper storage *** Supervise the log-assistant in regards the stock of office stationary supplies and cafeteria supplies *** Supervise allocation and adequate use of equipement for all useres by filling up the material loan form *** CHeck that antivirus is updated and that automatic weekly backups are made for all computers *** Supervise the logistic assistant to ensure that office premises, guesthouses, and warehouses are in optimal conditions (cleaning and maintenance) and that running costs are properly paid ***Supervise office and expat house services when needed *** Perform monthly inventories of all assets with the support of other departments Objective 4 : Security Collaborates with the logistics coordinator in the coordination office security plan update according to established methodologies, coordinating and monitoring that all the security plan tools are up to date and implemented *** Monitor and ensure the practical implementation of specific risk mitigation measures resulting from the risks analysis as well as compliance with security rules *** Support the logistic coordinator if required to train - directly or through the participation of external experts - the coordination staff and other persons toward whom ACF has responsibilities (relatives, local partners, evaluators...) *** Participates in the analysis and follow-up of the base security situation through the creation of an information network and the permanent information collection from different sources (staff, UN, embasssies, NGOs, Local authorities...) *** Participates, together with the other team members, in the preparation and implementation of the acceptance and protection strategy in the coordination office *** Be a member of the local Incident Management Team and participates in the creation of its protocol *** Create or update the hibernation and evacuation protocols and kits *** Inform about the applicable security plan and tools to the national and international staff in case the logistic coordinator is away *** Manage the first aid kits, and extinguishers in the office, expatriate guesthouses and ACF vehicles (inventory, expiry date follow up, replacement...) Objective 5 : Monthly logistics reports Submit the monthly Procurement Follow Up (PFU) report every 5th day of the month for the capital office *** Submit the monthly fuel consumption report every 5th day of the month for the capital office *** Submit the contract follow up (CFU) every 5th day of the month for the capital office *** Submit on a weekly basis the planning of tasks related to the position *** Submit the monthly logistics report and other reports if required *** Organize at the beginning of the month/week the drivers and logistic team holidays in coordination with the HR department Objective 6 : Team Management Line manage 1 driver and 1 driver-logistic assistant *** Supervise the team and provide daily feedback and task planning *** Follow up on attendance and leave plan *** Complete performance appraisal twice a year Objective 7 : Other tasks Be committed to participate in any other work assigned by the line manager in order to achieve ACF projects goals *** Frequent visits to the bases providing logistics support when needed REQUIRED SKILLS, EXPERIENCE AND ABILITIES Professional experience in logistics and clerical work Experience in procurement, management, fleet management, supply chain management, inventory control, intermediate IT knowledge Preferred : 2 years minimum experience working in humanitarian organizations, private sector or international donors High ethical principles Flexibility with unexpected events, Organized and methodical Fluent in Arabic and English Knowledge of windows domain, intermediate level in Excel, Word and powerpoint Ability to work under pressure