Logistics & Safety Officer - Tyre

The Danish Refugee Council (DRC) is a humanitarian, non-governmental and nonprofit organization, founded in 1956, that works in more than 30 countries around the world. DRC has been operating in Lebanon since 2004, working with Palestinian and Iraqi refugees, as well as Lebanese communities affected by the war in 2006. DRC is committed to basic humanitarian principles; including impartiality and neutrality, and offers the highest standards of accountability to the people it serves. DRC Lebanon has been assisting the Syrian displaced, fleeing Syria into northern Lebanon, since May 2011, and the Bekaa valley since February 2012. This assistance has come through the provision of food and non-food items, various outreach activities and rehabilitation of collective shelters. DRC is inviting local candidates to apply for the position of Logistics & Safety Officer - Tyre, to support its activities under the project "Emergency Response for Displaced Syrians in Lebanon". Job Purpose The Logistics Officer is responsible to the Area Logistics Manager for procurement of programme supplies in their location and supporting improvements in all logistical functions including supply chain management, fleet management, assets, and communications in coordination with the procurement assistant. This includes assistance in providing technical support and planning support to future initiatives to increase the in-country logistics capacity. This requires a highly motivated and detail solution oriented individual who will be able to resolve operational critical challenges as they arise.  As Safety Officer responsibility is to monitor the overall situation, implement safety regulations and provide sound and timely advice to DRC staff and management in order to support the safe and efficient delivery of programme activities in the designated area of operations. Key accountabilities   Procure all materials and equipment ordered by the projects in a cost-effective and transparent manner in line with DRC and donor specific policies, in conjunction with the procurement unit in Beirut. Ensure that all orders are tracked from point of planning and request through to final receipt.  Send the procurement tracker to the Procurement Manager (Beirut) on a monthly basis. Prepare the relevant documents for the procurement of goods and services, referring to the Procurement Manager (Beirut) as needed. Participate in evaluation of bids and proposals and make sure the bids evaluation report, technical evaluation, minutes of negotiations and negotiated contract in selection of consultants contain all the facts and information required to justify the      recommendations made in the report.       Assist with the preparation of contracts and amendments of contracts when needed.        Participate in the joint verification of procured goods and equipment and to ascertain the items conformity to Technical Specifications and Quantities. Oversee the proper use and maintenance of a database on all procurement activities for a project. Prepare monthly, quarterly and annual procurement reports. Provide logistics support to the programme staff as required. Provide data to monitor and evaluate the overall logistics performance in support of the programs.      Coordinate transportation of freight by land, air and sea, in line with programme budgets and needs; ensuring the most cost effective and reliable means of transport is used for the timely delivery of supplies to projects.   Fleet Management Maintain the daily vehicle movement schedule and records and assigning of all mechanical transport as required. Ensure the provision of a daily movement schedule by the close of business the previous day.  This includes the scheduling of on-call      night and weekend drivers if necessary. Assist the Logistics Manager to assess all drivers’ skills and conduct driver training. This includes making recommendations to terminate drivers if necessary. Ensure that all vehicles have log books, and that all drivers or staff with driving privileges are filling them every journey. Any car without log book or sheet is not to be used. Compile regular fuel consumption reports and monthly vehicle utilization analysis, and send to the Logistics Manager on a monthly basis. Ensure that all drivers are properly licensed (with at least 2 year old permit) and all vehicles have spare tyre, first aid kits, emergency tool kit, emergency contact numbers, internal vehicle numbers and DRC branding. Ensure that DRC Fleet Management standard operating procedures are enforced, in line with the DRC Lebanon vehicle policy. Asset Management Perform  all tasks related to asset management and check that all assets old and new are properly recorded and tagged. Keep the asset register, asset cards  and personal issue forms are up to date with information of where each asset is/who it has been issued to. Send an updated asset register to the Logistics Manager on a monthly basis. Perform a quarterly physical asset check with the Area Manager, print updated asset register, sign and file. Record any damages or faulty items and arrange to have the fixed if possible/cost effective. Send updated asset register to Logistics Manager. Assist in the management and disposal of assets in accordance with DRC and donor guidelines. Oversee the accounting and control of the communication systems (mobiles, internet) including request for repairs.   Represent the organization when liaising with the local administrations: Activities: Keep informed of any changes in the  administrative procedures for obtaining documents; Establish or reinforce relations with the representatives of the different administrative services; Meet with the representatives of the different administrative services as often as necessary to obtain documents or solve problems. Information Monitor the evolving situation in the area of DRC operations in coordination with other actors as per regional, country and programme guidelines Facilitate access and operations through the provision of dependable advice to staff and managers Act as the local focal point for security co-ordination and information sharing between the relevant actors within the area of operations Collect, verify, analyze and report  information that affects, or may affect, DRC operations Establish a network of contacts and represent DRC/DDG at security meetings Actively participate in UN Security Cell meetings within the area of operations Provide operational security briefings and orientation to all new and visiting staff Track security related incidents and developments and provide trend/pattern analysis Analysis Conduct regular Security Risk Assessments (SRAs) as per DRC policy Identify indicators and key decision points, and link them to the SRA Assist in training on security procedures as required for program staff Prepare and submit security reports and trend analyses as required Provide advice on programme development and implementation Safety Risk Management Assist with the implementation of policies, protocols and procedures related to the safe implementation of programme activities Supervise and monitor the development and implementation of context specific MOSS Monitoring and supervision (as required) of security guards, watchmen and SPUs Supervise the implementation of physical and asset protection protocols and regulations Ensure that appropriate access controls are in place for all DRC facilities Advise, assist and control the procurement and issue of security and protective equipment Provide security clearance to staff Conduct regular site assessments and advise on mitigation measures Assist in the management of security incidents and crises, provide timely and accurate incident reports and analysis, and support organizational lessons learned Person Specification  Essential Degree in Logistics, Supply Chain Management or related field. Experience in supply chain management in an emergency environment including procurement, transport and distribution, warehouse and stock management Experience in vehicle and fleet management Experience of building and developing the capacity of logistics staff through the use of training, performance management frameworks and development plans Excellent interpersonal and team skills Commitment to and understanding of DRC’s aims, values and principles Tertiary education in communication, law, politics, risk or other related field 1 – 3 Experience working with international agencies, multinational business or government Proven ability to prioritize tasks and meet deadlines Stable, moral and robust character and a good team-player Excellent communication skills, calm and a good sense of humour Proven commitment to accountability practices Strong information technology skills Fluent in written and spoken English and Arabic, French is a plus Desirable Experience with standard procurement procedures and documentation. Experience with construction and site project management Experience with auto mechanics or electrical installations. Ability to speak other international languages. Relevant qualifications or training courses. Experience in the Lebanese Red Cross Management and/or supervisory experience Training or experience in crisis management Training in safety, fire and evacuation procedures Training in safety and disaster management Experience negotiating access for humanitarian or other agencies Note: This is a mentored position, strong potential to become a safety professional will be consider in lieu of experience.