Logistics Officer

Working as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care, the Logistics Officer supports many of the logistics activities of the programme. On a day-to-day basis the Logistics Officer carries out a variety of functions required to ensure the logistical needs of the programme are met and that all logistical activities are delivered efficiently, accurately and on-time. All activities are carried out in line with Medair policies and procedures and according to any applicable donor, HQ or field guidelines. Major Duties and Responsibilities  Manage the main logistical tasks, which include procurement, supply chain, stock, warehousing and transport with a clear paper trail that is linked to these activities for the above mentioned project. Liaising with the various Project Managers of the emergency winterization, emergency flood response and other projects to provide quick, efficient and effective logistical support. Along with PSM and Logistics Cord., conduct regular monitoring and evaluation assessments/reporting against project objectives, keeping Project Managers informed in the incident of overstock or shortages. Carry out frequent and thorough checks on the quality of equipment and supplies, ensuring that items are maintained in a good condition and that Medair are receiving the best ‘value for money’ on items purchased. Ensure all activities are carried out in line with Medair guidelines and procedures and according to donor requirements, reinforcing the culture of honesty and transparency within the Medair Zahle office. Along with PSM, continue the work of building a strong network in Lebanon with the main stakeholders: INGO, LNGO, individuals, donors, and national authorities who can advise Medair in terms of logistics. Supporting logistical activities such as procurement, supply chain, stock management, warehousing, transport, facilities, communication and IT (e.g. satellite and mobile phones, laptops, printers, scanners, etc.), maintenance and asset tracking Liaising with the relevant field manager to provide effective logistical support to the projects and the field teams. Assist with contract and procurement negotiations as well as maintain ongoing relationships with suppliers and other stakeholders. Work with relevant team members and field management, within the context of the local environment, to ensure the security of the Medair base(s) and of all Medair property and equipment. Staff Management Work with, train, line manage and mentor Logistics Assistants, Driver as well as casual labour with an emphasis on developing individual capacity to handle a variety of logistical tasks as efficiently and effectively as possible. On occasions work with casual labour (including hiring, co-ordinating workload and payment) to achieve specific, time-bound tasks. Maintain an attitude of servant leadership, leading team by example of working with others without demanding respect, but respecting others. Communication Maintain a transparent, honest and supportive communication structure with colleagues within the support and project teams to ensure they are kept informed of applicable logistical activities and requirements. Provide training, advice, mentoring and coaching as required to all relevant staff on logistical procedures, internal controls and the logistical requirements of donors. Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships. Administration Meet the logistics related administrative requirements of Medair, donors, local legislation, suppliers, contractors and  other stakeholders, so that the logistical aspects of the programme function efficiently, effectively and with integrity. Ensure a clear and transparent paper trail is in place for all logistical transactions (e.g. purchase requests, waybills, stock control, asset tracking, etc.), that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements Contribute, as required, to the accurate and timely reporting of activities e.g. through weekly and monthly reports Quality Management Promote and use the Medair operating procedures, ensuring that all standardised formats are used and guidelines are followed throughout projects which can have complex and very diverse structures, goals and timelines. In conjunction with relevant managers, review and implement systems to improve transparency, and to detect and ultimately prevent loss or fraud, ensuring the best use of Medair assets and resources. Be aware of the potential for loss or fraud in logistical activities and procedures. Pro-actively work to prevent such occurrences by working with relevant line managers to improve transparency and to ensure the best use of Medair assets and resources. Delegated Responsiblities Plan and schedule logistics tasks subject to the goals and requirements of the project activities. To establish and maintain professional contact and relationship with local supplier representatives. Compliance of logistical activities with Medair, donor, national and international requirements. Implementation and maintenance of robust systems to ensure the physical security of the base(s) and to prevent the theft of Medair assets and equipment and the fraudulent use of Medair resources Filing, scanning and archiving of all logistics documents in accordance with Medair and donor guidelines throughout the year, sending required documents to the Beirut office quarterly.  Qualifications/Experience/Compentencies  Professional / vocational / technical qualification in logistics Post-qualification professional experience, preferably with an NGO Arabic and English (spoken and written) Computer literate with good working knowledge of Microsoft Excel, Word and Outlook Enjoys a challenge and works hard to achieve objectives Solution-oriented approach Team-player with good inter-personal skills, servant style leadership Encouraging, supportive, optimistic Capacity to work under pressure and manage personal stress levels Creative, open-minded, flexible, self-learner Can prioritise work to meet deadlines Problem solving abilitiy Competent with administrative tasks Commitment to best practice  Quick learner with practical, percise approach  Attention to detail  Able to make decisions within a consultative and supportive framework  Respectful, accountable, honest Abse to oversee multiple tasks, prioritising and delegating as required Strong leadership skills Consultative management style  Able to build trust and enforce procedures Strong organisational and time management skills Coaching and training skills