Logistics Assistant- Regional Mission

WORK ENVIRONEMENT / OBJECTIVES OF THE POSITION The Logistics Assistant will integrate a small team of Coordination based in Beirut, in charge of projects follow-up but without direct implementation. As a consequence the logistics activity does not require specific or technical knowledges but  strong organisationnal skills, rigor and proactivity are needed. The Logistics Assistant with be mainly responsible for the office management (purchase of all the items necessary, running cost follow-up,  security) in the respect of HI procedures. He will have to keep update several follow-up tools, and will be responsible  for hard / soft filling of the documents related to Logistics. The Logistics Assistant will also liaise with the other coordination cells, one based in Beirut, one based in Amman, concerning logistics issues. The Logistics Assistant will finally provide support to the Operational Team concerning logistics issues. A lot of tools and training could be developped in this field so the job description could be revised when the basic requirements would be fully managed and completed.   RESPONSIBILITIES  1.       Logistics tasks Ensure strict application of all HI logistical procedures: Provide support to all employees concerning logistics issues; Facilitate and organize all the movements, in link with Lebanon mission; Ensure the appropriated storage and follow-up for all goods, items and equipment; keep update the follow-up tools;  2.       Purchases 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 ; Develop a suppliers register and maintain a professional relationship; Develop a price list;  3.       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 Program Coordinator; Ensure the respect of Logistic Procedures as defined in Partnership Agreement, sending gentle reminder to the Partner in case of need, and following their challenge; Ensure the appropriate filing of logistic documents, in coordination with the Partnership Officer; Together with SSC and partnership team facilitate training in order to improve the logistical capacity of partners; If necessary, identify and suggest improvement of the quality of the applied logistics procedures for partners;  4.       Reporting and Coordination Participate to the redaction of the monthly Situation Report; Participate to the internal meeting, ensuring the redaction of the minutes if 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,. Maintain good relationships with all concerned parties within and out of the team; Be proactive to find solutions and/or to improve the overall logistics management; Provide the line manager a monthly activity report and forecast (Procurement, Stock, TSA, TSE and IT);  5.       Security Report any incident inside or close to the office to his line manager; Ensure the security in the office, by securing all sensitive items, and raising awareness among employees on security rules and cautions;