Logistics and Administration Officer (Ras Baalbek / Arsal area)

FUNCTIONAL PREREQUISITE

• Relevant formal higher education (college or university).
• Minimum of 2 years’ experience in operational logistics, store management, fleet management, fuel management, and/or IT.
• Good understanding of procurement procedures, organizational policies, and donor requirements.
• Knowledge of Microsoft operating systems and software.
• Ability to work independently and as part of a dynamic team.
• Good analytical and innovative skills.
• Excellent interpersonal skills and ability to work in a multi-cultural setting.
• Able to work under pressure while maintaining respectful, productive communications.
• Able to adapt to difficult and complex cultures and conditions are necessary
• Good English and Arabic language skills, both written and verbally.

RESPONSIBILITIES

Procurement

• Ensure that all NPA procurements are conducted in compliance with NPA and donor policies.
• Ensure purchases and payments are supported by the required documentation and signatures in advance.
• Collect quotations from the market as requested.  Undertake site visits to suppliers as needed.
• Prepare purchase requests (PR) if needed and collect required authorizations.
• Maintain appropriate stocks of office, accommodation, and operational supplies.
• Assist field teams in meeting their operational needs as a procurement priority.
• Manage USD and LBP cash boxes as per NPA policies including documenting purchases, reconciling balances, and requesting cash top-ups from the Finance Department.
• Handling quotations, purchase orders, bid analysis, GRN, and GRH (in Agresso)

Fleet Management

• Drive for various purposes.  May involve occasional travel to Tyre or Beirut.
• Maintain inventories of equipment and supplies and participate in regular stocktaking.
• Collect individual fuel consumption/mileage reports and compile them into a monthly master document.
• Ensure vehicle log books are updated as required by NPA regulations and checked by the line manager.
• Arrange for and track the repair and maintenance of NPA vehicles and generators as per service schedules or as needed.
• Source and hire technicians and other contractors as needed to carry out authorized work to maintain/improve the office, accommodation, and compound condition. 
• Monitor contracted work to ensure it is carried out to the required standard before recording its completion as satisfactory.
• Conduct a daily vehicle count
• Upload on SharePoint all documentation and reports under Logistics.

Admin Support

• Maintain an adequate stock of stationery and other office supplies.
• Distribute cheques provided by the Finance Department to suppliers.
• Scan and send documents as requested or needed
• Ensure a clean and safe office is maintained at all times.
• Report incidents and issues to the line manager

HR Support

• Collect from and distribute documents to NPA personnel: timesheets, payslips, NSSF documents, etc.
• Forward security clearances/accreditations and other HR-related information sent by LMAC or RMAC to the HR Coordinator in Beirut.
• Update the HR Coordinator of any changes to operational teams.
• Provide support to HR and operations during recruitment and training processes.

Perform other duties directly related to the position as requested.

Additional Considerations

NPA’s values are based on equal rights for all, irrespective of gender, ethnicity, religion, sexual orientation, disability, or social status. 

NPA practices ethical, fair, and impartial selection procedures.

We are committed to equal-opportunity and discrimination-free recruitment processes.

We aim to include women and employees from disadvantaged groups in our recruitment processes.

NPA employees are expected to work under NPA’s core values, code of conduct, safeguarding policy, and other policies that guide staff actions and relationships.

The two required courses (Safeguarding Essentials and Prevention of Sexual Exploitation and Abuse) are to be taken upon the candidate’s selection.