Logistics And Administration Officer

Project background information   Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non-religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity. Today, PU-AMI is intervening in 19 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises. PU-AMI has been active in Lebanon since 2001 implementing emergency and recovery projects in Water, Sanitation and Hygiene, in Shelter Rehabilitation and in Livelihood Recovery sectors. PU-AMI is launching a project in support of the areas affected by Syrian refugees’ influx in Akkar District. The project includes shelter rehabilitation works and sanitation activities. This project is funded by the Humanitarian Aid and Civil protection department of the European Commission (ECHO).   Objectives   The Logistics and Administration Officer coordinates both logistics and administrative/financial activities of the PU-AMI base which include purchases, reparation, accounting and field financial reporting and supervision. The Logistics and Administrative officer works under the direct supervision of expatriate Head of Base and the remote supervision of both the General Administrator and the General Logistician and in close cooperation with the Assistant Program Manager.   The position will require local travels for the project logistics needs.     Tasks and Responsibilities   1.    Logistics:   1.1.  In coordination with Logistics Coordinator and Head of Base to make sure PU-AMI logistics procedures are respected on the field level. 1.2.  To do the procurements the Akkar Base (including tender announcement, quotation collection, organization of selection process, purchase and delivery). 1.3.  To implement and maintain a thorough inventory system and aid distribution tracking system. 1.4.  To coordinate transportation of the base staff: to liaise with rental car company for cars maintenance, registration, etc. To assign the vehicles to the staff according to the project needs. To follow the fuel consumption. 1.5.  To liaise with the base owner for maintenance of the building. 1.6.  To organise the filing system of the Logistics department. 1.7.   To supervise the base stock (stock cards, waybills, etc.)   2.    Finance/Admin:   2.1.  To take financial responsibility for the management of Akkar USD/LBP cashbox and all the transactions in and out of this cashbox (advance, invoice …) 2.2.  To work with Saga accounting software, ensuring timely and thorough maintaining of the records (cash books, cheque books), to ensure the end of the month accounting balance. 2.3.  Together with the Head of Base to prepare monthly project budget follow up and projection. 2.4.  To maintain the staff records and prepare monthly salary sheets. To keep tracking of the national staff leaves. 2.5.  To file and archive all staff-related documents for expatriate and local staff (copies of IDs/passports, PU cards, airplane tickets ...) 2.6.  To prepare documentation for payments to the suppliers of goods and services and to insure timely payments.   3.    General   3.1.  To maintain Logistics and Admin file system. 3.2.  To ensure that PU-AMI works in accordance with Lebanon labour and administrative law. 3.3.  To be in permanent contact with the mission Logistics and Administrative coordinators. 3.4.  To ensure the confidentiality of PU-AMI internal documents, staff contracts, etc. 3.5.  To accomplish any other related tasks assigned by hierarchy.