Logistics Supply Officer-Hi Emergency Division-Beirut

GLOBAL OBJECTIVE OF THE POSITION   Ensure a professional logistical activity and follow-up according to HI procedure in Procurement, Stock Management, Transportation and Supplier relationship in Beirut Be the focal point for DVFP and CASH Program in terms of national supplies. Coordinate and prioritize in line with your line manager, his/her action with the Regional Logistics team in terms of support supplies.   RESPONSIBILITIES AND TASKS DESCRIPTION 1.    Ensure professional logistical activity:   1.1   Ensure a good application of HI supply procedures:      1.1.1     Supervise on a daily basis the processes (purchases, stock management, TSA, filing and administration…).    1.1.2     Maintain good communication lines within the logistics department on Beirut and on the bases and retain                good coordination with all parties.    1.1.3     Report, Audit and Administer       1.1.3.1   Perform daily printing, scanning and auditing of files.       1.1.3.2   Edit in collaboration with your line manager a weekly activity report and forecast (Procurement, Stock,                    TSA...).   1.2    Ensure the management of purchases through Beirut Base for national orders:      1.2.1      Apply HI procedures to all purchases of items/services done through Beirut Base.    1.2.2      Ensure the collected documents are compliant with HI procedures: supplier stamp, signature...etc.    1.2.3      Identify suppliers, collect all the necessary information on them and request quotations if demanded by Line                 Manager.    1.2.4      Make sure to always consider value for money having in mind quality and sustainability of the goods.    1.2.5      Contribute in assessing the quality of the purchase in accordance with the technical advisors.    1.2.6      Check the merchandise purchased for quality and quantity, control the conformity of the goods upon                 suppliers delivery and request technical validation by Programs Technical Advisor if any doubts.    1.2.7      Make sure that packing list and waybill for the items sent to HI projects are issued and properly used.    1.2.8      Transfer the goods to the applicant making sure reception is validated.    1.2.9      Supervise the update of the TSA for Beirut base (table of follow-up of purchases and the one for equipment)                 on a daily basis.    1.2.10    Supervise the update of the Contract Follow-up for Beirut programs purchases on a monthly basis.    1.2.11    Supervise and compile the update of the weekly treasury plan for all payments including the monthly,                 weekly...etc, with the support of your line manager and send request to Finance Department.    1.2.12    Update and communicate the Procurement plan to the bases for each delivery.    1.2.13    Report any difficulty/issue with supplier to line manager.   1.3    Ensure the management of the stock of Beirut Base:      1.3.1       Apply HI procedures in stock management for Beirut Base.    1.3.2       Maintain a good level of stock for logistics and programs related items.    1.3.3       Ensure a good management of the transit stock (Reception of the local freight, Check-up and classification                  of all delivery notes, preparation of the waybill, communication with the bases for deliveries…etc.)    1.3.4       Ensure a good management of the DVFP Stock (Reception of the local freight, Check-up and classification of                  all delivery notes, preparation of the waybill, communication with the bases for deliveries…etc.)    1.3.5       Make sure the storage management procedures are respected (when it is the case): Stock items request,                  stock cards, Delivery Notes.    1.3.6       Crosscheck regularly the data between deliveries from suppliers and Waybills signed by the bases.    1.3.7       Compile, analyse and communicate the weekly inventories from the bases.    1.3.8       Coordinate the deliveries from the stock Beirut to the bases and sub-bases on a weekly basis according to                  the weekly consumptions.    1.3.9       Inform your line manager in case of any delay, problem in the supply chain management.   2.    Maintain Security Level:   2.1  Keep aware of the security situation in the area of activity of the mission and the region in which it is located and       transmits this information to your hierarchic superiors. 2.2  Report any incident inside or outside the base to his line manager. 2.3  Inform your Line manager any information that might affect security of the staff. 2.4  Provide immediate feedback in case of incident in and around our working area to your Line Manager.     RESPONSIBILITIES AND ACTIVITIES OF LOGISTICS SUPPLY OFFICER DESCRIBED IN THIS JOB DESCRIPTION ARE NOT EXHAUSTIVE AND CAN EVOLVE ACCORDING TO PROJECT NEEDS.