Supply Chain Logistician

ACF, an International NGO operating in Lebanon since 2006, is looking for a Supply Chain Logistician based in  Zahle.  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 : http://www.actioncontrelafaim.org/en 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. MAIN RESPONSIBILITIES The Supply Chain Logistician is responsible to process all the procurement requests related to the base : quotation requests, visiting suppliers, price monitoring, contract and purchase requests (PR) follow ups and reception. S/He will also oversee the management of the stock and support the distributions for the requesting departments. S/he will also ensuire the management of the equipments. KNOWLEDGE, EXPERIENCE AND SKILLS Experience in Supply Chain Management, Warehouse keeping,  Basic IT knowledge 2 years minimum experience working on projects related to Logistic in humanitarian aid organizations and/or international donors and/or private sector. High ethical principles, work under pressure, flexibility with unexpected events, organized and methodological, humanitarian values. Knowledge of MS windows, intermediate level in Excel, Word and Ppt required. Outlook knowledge desirable. DETAILED OBJECTIVES AND TASKS Objective 1 : Purchase Ensure the respect of ACF (and donors) rules regarding procurement *** Manage functional advances and PRs, and prepare all relevant documentation (collection of quotations, negotiation with suppliers, preparation of assessment tables, agreement forms, SPOs, contracts...) *** 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 the cycle of validation with other signatories (in Bekaa and coordination) on all support documents *** Follow the orders/purchases until delivery in collaboration with the rest of the team *** Ensure both quality of purchase and respect of delivery deadlines and liaise with requesters for technical support (sample approval, delivery inspection, detailed specifications...) *** Control invoices and ensure accuracy of prices and quantities received *** Ensure regular purchases follow up in close collaboration with Line Manager and the Administration departmentfor down payments and monthly budget follow up *** Update PR follow-up (PFU) on a regular basis, and keep relevant documents updated ***Ensure logistics and Administratie compliance and exhaustivement of purchase files *** Make sure all the documents related to supplies are properly filed and archived *** Conduct market surveys on regular basis *** Prepare and keep updated a price list and a supplier list *** Organize and archive documentation for purchases following internal procedures according to Kit Log v3.3 *** Support base logistician in obtaining necessary data for Procuremet Purchase plans and Project proposals *** Ensure accontability, transparency and due diligence as per ACF principles and Code of Conduct Objective 2 : Storage Ensure that all goods are stored and packed safely and securely *** Ensure that the warehouse(s) is/are in optimal conditions (cleaning and maintenance) *** Ensure that the physical way of storage of the items within warehouses is logical, optimizing space and preserving accessibility of items *** Check the accuracy and filing of all storage documents *** Check the registration of each item going in and out in respect of ACF procedures and FIFO or LIFO guidelines *** Ensure physical inventories are done on a regular basis and crosscheck the physical inventory reports done *** Update and consolitdate the global stock report, by computer (all stock reports in a report) *** Perform regular random checks accros the various documents (PR, invoices, stock cards, delivery notes, physical inventory reports) Objective 3 : Deliveries Organize deliveries of goods to the Bekaa area according to the needs and storage capacity, if necessary in collaboration with the Fleed and Security Manager and Head of Projects *** Ensure material are delivered and received in warehouses *** Ensure that quality and quantity received are controlled and crosschecked with what was ordered *** Make sure the transport documents are dully filled (delivery notes) and that it matches with the stock management documents (stock cards) *** Update the deliveries in the PFU (Procurement Follow Up) on a regular basis *** Ensure timely update of the SFU and MFU ***Ensure the presence of logistic team in distributions in the field to ensure compliance and transparency Objective 4 : Assets management In close collaboration with the Base logistician, ensure all the assets of the projects are identified, tagged, and included in the equipment follow-up list ***Perform monthly inventories of all assets with the support of other departments ***Ensure an optimal state, proper maintenance and repair for equipment (computers, printers, photocopy machine...) *** Label all equipments with proper codification and update the equipment list as needed *** Ensure the adequacy of equipment to suit requirements and users *** Manage the equipment follow up for the base *** Control, follow up and file the equipment in/out forms on behalf of any employee who may be granted the permission for temporary use while on duty. Objective 5 : Reporting and communication Participate in weekly procurement meetings with Base Logistician, Head of Projects and Base Admin to coordinate future needs and prepare procurement planning accordingly *** Be proactive and provide assistance in the preparation of Project Procurement Plans in liaison with your line manager and the Heads of Projects *** Provide a regular reporting on operational logistics activities to the Line Manager (weekly) *** Update and share the PFU, SFU and MFU to Base Logistician and Head of Departments on a weekly basis *** Ensure his/her partof the monthly log report for the base, in collaboration with Base logistician Objective 6 : Team management (possibly 1 staff - not sure yet) Ensure the HR procedures and documentation are implemented and followed (attendance, leave, appraisal, recruitment, disciplinary actions...) *** Assess the capacity of the team member on a regular basis, suggest and conduct trainings and suggest new recruitments whenever needed *** Initiate disciplinary actions whenever required and provide adequate support to the HR department *** Ensure the team member is trained properly and performs duties according to the procedures *** Supervise the team member, assign objectives and plans of actions and control the quality of his/her work on a regular basis Objective 7  : Security Respect the security rules specified in the mission and base security plan, see to it that the team under his/her responsibility complies with the security plan and perform the security management tasks that can be assigned in its protocols ** Communicate to the security managers of the working location any security related information or non-compliance with the security plan Objective 8 : Support to ACF humanitarian goals Support emergency interventions, as per the employee's capacities ** Support any activity that helps achieving ACF humanitarian goals, as per the employee's capacities