Logistic Assistant

GLOBAL OBJECTIVE OF THE POSITION   Based in Qobayat, under the direct supervision of the Logistics Officer, the Logistics Assistant has to: -       Organize and ensure an efficient logistics support of the base in compliance with HI procedures (procurement, stock, fleet, security, team management…). -       Temporarily take on the basic tasks of the Logistics Officer in her/his absence.   The Logistics Assistant will be requested to travel to Tripoli on a weekly basis (once a week). She/he could also be requested exceptionally to support the logistics activities in Tripoli and therefore to stay working several days in Tripoli. This will be done upon request from the Line Manager.     HIERARCHICAL RELATIONSHIPS   Line Manager (LM): Logistics Officer – North Lebanon Line Manager+1 (LM+1): Base Logistician – North Lebanon Supervision: Drivers + Cleaner   RESPONSIBILITIES AND TASKS DESCRIPTION   1.    Market Monitoring -     Take part in the analysis of the local purchasing environment and perform the market price monitoring at least twice a month.    2.    Purchase Management -       Carry out simple purchases (less than 65$) as defined by your LM. -       Process Quotation Requests & purchases according to Purchase Orders after the approval of your LM. -       Negotiate the price, delivery time and other purchasing terms with the suppliers. -       While purchasing goods and services and at the reception of these purchased items, ensure that requester's requirements are met in terms of Quantity & Quality and that the proper documentation is gathered. -       Ensure that the format and information on purchase documents comply with HI procedures. -       Provide the required documentation to the logistics and administration departments after completion of purchases. -       Ensure a good communication with the requesters at all levels of the purchase process. -       If storage of the purchased item is not required, provide the requester with the given items ensuring that reception is properly done and documented. -       Clear the advance taken from the administration every week based on the purchase documents -       Identify new potential suppliers to develop our supplier list and create new sourcing opportunities. 3.    Stock Management -       Ensure the reception of the local freight (from suppliers or other bases), control the quantity and the quality of the received items, validate the reception and store the received items. -       Ensure storage conditions of the items into the stock following storage standards (on pallets/shelves, sorting by items…). -       Receive the Stock Request forms from programs, prepare the delivery and provide the requested items to requesters. -       Receive the Stock Return forms from programs and return the items in stock. -       Daily update the stock cards accurately. -       Ensure a proper documentation and sorting of this documentation for each stock movements (IN / OUT / LOSS) thanks to Stock Requests, Stock Returns, Reception Forms, Delivery Notes, Waybills, Stock Cards, Stock Reports and Bin Cards. -       Update the Stock Report weekly and send it to your LM. -       Perform a stock inventory, at least once monthly, at the end of the month. -       Maintain minimum stock levels for items that are regularly consumed in the office (including water, coffee, sugar…) -       Participate in the data matching operations between stock files and programs data.   4.    Fleet Management -       Ensure that drivers comply with HI rules and procedures. -       Organize & communicate the Weekly Movement Plan based on the movements validated by the Field Security Officer. -       Collect and report the required information related to the movement tracking. -       Ensure that each HI vehicle is equipped with the necessary items and documents. -       Check that vehicle log books are in place and are properly used. -       Ensure that daily & weekly checks are properly done. -       Report the needs of maintenance service to your LM in order to plan for it. -       Communicate the security information to the drivers upon request from your LM. -       Brief every new driver on his/her duties and security rules. -       Organize monthly meetings with the drivers to share information and to perform briefings according to needs. 5.    Premises Management -       Ensure the supply of gas and drinkable water in the HI office and accommodations. -       Perform the minor maintenance of the premises. -       Participate and supervise major maintenance operations done in the premises. 6.    Team management -       Organize the work of your team on a weekly basis. -       Ensure the respect of HR rules and the Internal Regulations. -       Perform the daily attendance follow-up of your subordinates. -       Ensure a proper leave planning for your subordinates and arrange the replacement if necessary. -       Initiate disciplinary measures if necessary, in collaboration with your LM. -       Participate in the recruitment process for the positions under your supervision. -       Perform the appraisal of your subordinates -       Suggest any required training for your subordinates based on the needs. -       Ensure conflict resolution within your team and inform your LM. -       Propose to your LM relevant adaptation of the organisational chart and job descriptions.   7.    Reporting -       Report the Stock Report (including the monthly inventory) on the last working day of the month to your LM. -       Provide your LM with the log book information (km, fuel consumption, credits balance on total cards) for each vehicle on the last working of the month. -       Report immediately to the Field Security Officer and to your LM any security incident occurring inside or outside our working area. -       Inform your LM about any other information that may affect the security of HI activities and organization. -       Report any problem with the suppliers to your LM. 8.    Specific duties on security management -       Perform a daily security surveillance of the intervention area and report to Field Security Officer the collected information. -       Build up a network of sources to collect and/or check security information for the intervention area. -       Be the focal point of contact in case of security information to disseminate and/or to cross-check.   TIME SCHEDULE   Monday till Friday from 8:30 A.M till 5:30 P.M one hour Lunch Break The working days could change in the future to fulfill 48 Hours/ week according to the Lebanese Law.