Logistic/Admin Officer / Zahle

Main responsibilities:

• Management of the logistic stock
• Supply
• Fleet management
• Equipment / asset follow-up
• Premises management
• Cash box management and small payments
• HR documentation management (contracts, attendance sheets, NSSF document signatures…)

                     Main responsibilities and activities of the logistic officer can change according to the organization of the work and to the composition of the team.

1. Management of the logistic stock

• Update the follow-up of the logistic stocks (stationeries and consumables, visibility items, cleaning products, tea break, etc).
• Monitor and submit a monthly report of consumption of the logistic stocks.
• Prepare based on the consumption the monthly mission order for stationeries and cleaning products.
• Ensure the reception processes are respected before updating the follow-up of the logistic stock.

2. Supply

• Prepare the local prices lists by suppliers and by group of items based on information received from his direct supervisor.
• Update the price lists regularly by contacting suppliers.  
• Realize a market studies in Zahle.
• Proceed to purchase when required, in accordance with the MdM’s supply procedures.

3. Fleet management

• Ensure that vehicles are safe, clean and with sufficient fuel.
• Organize all the movements from Zahle, in closed collaboration with the Log Officer in Beirut, after having received information from the different departments. Ensure efficient use of MDM vehicle (avoiding single person journeys and unnecessary movements, through careful planning and facilitation of effective communication between staff in need of transportation).
• Make sure the car sheets and log book are properly filled in and accurate.
• Follow-up of the car maintenance. Make sure the maintenance is done timely as per procedures in place. 
• Prepare the monthly car report, analyze the information (consumption) and submit it to his direct supervisor.

4. Equipment and asset follow-up

• Update the equipment sheets of the mission and systematically create equipment sheet when new asset are received.
• Create equipment identification stickers and have them stick on the corresponding equipment to enhance the accountability. 
• Prepare the monthly report of equipment and submit it to his direct supervisor.
• Realize the inventory of MDM different premises (office, guest houses), identify MDM’s assets and have an up to date follow-up.

5. Premises management

• Ensure the good management of the premises in Zahle (offices and Guesthouse).
• Ensure the maintenance of the premises, according to the lease contract, if needed.

6. Security and safety

• Ensure the daily movement tracking of the teams on the field.
• Report any security-related information to his direct supervisor, following the MdM’s guidelines.
• Security monitoring for the Bekaa Valley, in close collaboration with the Security Focal Pointof the mission.

7. Administration and HR Management

• Manage the drivers (validation of holidays, sick leaves, yearly individual review...) and the cleaner based in Zahle.
• Take operational advances from the Finance Assistant in Beirut, to cover Zahle payments.
• Before settling operational advances, ensure that supporting documents respect the procurement procedure and the commitment of expenditure procedures.
• Ensure timely payment process of expenditures related to the operation of MDM programs.
• Visit fields to perform cash payments to volunteers and beneficiaries.
• Gather some HR/Financial documents from employees and suppliers, and bring them to the coordination.
• Provide translation of financial documents when required.
• Participate in internal work meetings and inform MdM team on logistic issues.
• Perform any other additional duty on request of his/her technical supervisors, notably some potential administration tasks related to Zahle.
• Alert and seek advice from HR Supervisor and Finance Supervisor in case of discrepancies or aby other issues.
• Respect MDM principles/values and do not accept gifts in form of financial or any other compensation (ex: items/materials, food, drinks) from suppliers, traders, contractors, patients/ caregivers.

This job description can be modified at any time according to changes in MDM activities or in the context with prior notice and agreement between the two parties. On demand of the direct supervisor, other tasks might be added to that present list.

Behaviour:

• To behave with self-restraint at all times and respect the dignity of the beneficiaries.
• To believe in concepts of equity, human rights, neutrality and impartiality.
• Demonstrate willingness to improve own knowledge and skills by participating in any capacity building activities.
• Respect each team member’s position, work and specialty.
• Adapt to special situations or demands from supervisor.

Requested Competence/Skills/Profile

• University degree BA in business and administration, management, or technical diploma.
• 1 to 2 years of experience.
• Ability to work simultaneously on multiple tasks
• Experience in supervising a small team.
• Experience in managing planning.
• Willingness and ability to work effectively with a wide variety of people
• Ability to work as part of a team and coordinate with project personnel
• Good spoken and written English
• Strong organizational skills
• Good computer skills on MS Office programs, especially in MS Excel
• Capable to multi-task and process information into action without any delays in the program activities
• Clear understanding of donor compliance is essential