Logistics Assistant - Saida

Main Tasks and Duties:

Supply Chain Management and Logistics for South Emergency Response:

• Liaise with the relevant field manager in the South to provide effective and timely logistical support to the projects and the field teams on a day-to-day basis
• Responsible for stock management (office supplies, Medair visibility and other items assigned to program teams such as umbrellas and boots)
• Arrange casual labour: hire and coordinate workload and payment to achieve specific, time-bound tasks; includes cleaners in Saida office/flat

Facility/Base Safety:

• Maintaining good relationships with neighbors at the South office in Saida, ensuring they know us and we know them
• Managing regularly scheduled checks of smoke alarms, CO2 detectors, first aid kits, hibernation kits, crisis management kits, and doing necessary procurement (or if in bulk or in parallel with updating in Zahle, referring procurement needs to Zahle logistics)
• Surveying office perimeter for hazards (e.g. poor lighting, walkway obstructions, exposed wires) on a monthly basis
• Implementation of robust systems to ensure the physical security of the base(s) and to prevent the theft of Medair assets and equipment and the fraudulent use of Medair resources
• Make sure that infrastructure Is well installed and functional

​​​​​​​General Logistics:

• Deliver documents or cheques to suppliers, donors, or Medair’s hazmieh office
• Responsible to shift all systems in Saida to Microsoft Dynamics 365 platform as it is rolled out in Lebanon

Fleet:

Support and maintain and oversee all fleet related systems to ensure all staff is following required procedures and ensuring Medair is held accountable to vehicle usage

Fuel:

• • Oversee fuel card system, maintain close communication with teams and usage, as well as with Beirut office for payments
  • Record and report fuel consumption for entire Medair Zahle fleet, cross checking invoices against receipts and logbooks on a regular basis
  • Using the logbooks and receipts/vouchers, report monthly on Cost Follow-up, sending it out monthly
  • Report any discrepancy in fuel usage to Logistics Manager/PSM

Maintenance:

• • Focal point for rental car company for all regular and intermittent maintenance required
  • Ensure correct forms and procedures are used to report and repair vehicle issues, submitting incident reports within 24 hours of their incident and helping teams who need assistance in filling these out
  • Liaise with drivers and project managers when cars are out for maintenance – schedule ahead if possible
  • Maintain system to ensure regular maintenance is carried out on entire fleet

South Facility Oversight:

• Procure drinking water, office, and cleaning supplies to the Saida office and follow up with the requested supply and utility stocks for the mass vaccination center in Saida and health activities in the South
• Ensure everything is in working order: replace light bulbs, fix appliances, etc
• Hold the relationship with the Saida Medair premises landlords

South Equipment Management:

• Maintaining the South-based vehicles: fixing tires, removing the GPS whenever replacing cars, keeping logo stickers fresh, overseeing each vehicle’s logbook / fuel receipts and sending to Zahle logistics monthly, arranging or picking up and returning vehicles to the rental company
• Liaising with Zahle Logistics to have laptops, phones, SIMs, and emergency contact cards ready for any visitors or new NRS having first contact with the South office 

​​​​​​​Administration:

• Meet the logistics related administrative requirements of Medair, donors, local legislation, suppliers, contractors and any other stakeholders, so that the logistical aspects of the program function efficiently, effectively and with integrity
• Ensure a clear and transparent paper trail is in place for all logistical transactions (e.g. purchase requests, waybills, stock control, asset tracking, etc.), that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements
• Contribute, as required, to the accurate and timely reporting of activities e.g. through weekly and monthly reports

​​​​​​​Communication:

• Maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements
• Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships

​​​​​​​Quality Management:

• Work within Medair’s operating policies, procedures, and software systems, ensuring the use of standardized formats
• Be aware of the potential for loss or fraud in logistical activities and procedures. Pro-actively work to prevent such occurrences by working with relevant line managers to improve transparency and to ensure the best use of Medair assets and resources

​​​​​​​Delegated Responsibilities:

• Compliance of logistical activities with Medair, donor, national and international requirements
• Filing and archiving of all logistics documents in accordance with Medair and donor guidelines

Person Sepcification:

• High School Diploma, university degree in logistics, procurement or management desirable
• Relevant work experience minimum 1 year, preferably in NGO sector
• Excellent arabic and english, written and spoken
• Good working knowledge of Microsoft Excel, Word, Outlook
• Team-player, good interpesonal skills
• Collaborative and positive communication
• Capacity to work under pressure, creative, flexible
• Problem solving ability, attention to details
• Able to make decisions within a consultative and supportive framework
• Respectful, accountable, honest