Senior Distribution Officer "DISTSOBEK010123"-Zahle

 MAIN RESPONSIBILITIES:

DisDistribution Team Management 

• Organize teams and prepare work plans for teams to go to the field each day
• Submit work plans to the Project Manager and coordinate and lead all field teams
• Ensure field teams are fully supported and prepared with necessary security and context briefing to undertake field work
• Ensure the team is fully prepared and work plans are set out at the end of each workday for the next morning
• Ensure teams are trained and ready to use ODK data kits on site
• Ensure that field teams operate according to Medair Distribution procedures and criteria
• Continuously monitor and supervise distribution team activities
• Provide input into the integration of beneficiary participation and accountability in all aspects of the project
• Ensure accurate and timely reporting of activities according to Medair, donor and other applicable timeframes and formats
• Assist in the development of new proposals, linked to the country strategy, in conjunction with the relevant field managers
• Coordination and communication for other departments e.g Assessment, lassion officer…

Staff Management

• Line mange distribution officers which includes setting a daily plan of work, monitoring their work quality, performing necessary approvals on Medair People (sick leave and vacation, etc), and creating a positive work culture  
• Perform the probationary period appraisal (for newly recruited staff) and annual appraisal of distribution officers
• Assist the distribution officers in performing the performance appraisals for the distribution assistants they line manage
• Conduct regular meetings in conjunction with Senior Assessment Officer(s) and MEAL Manager to facilitate data following between teams and projects, and to ensure all staff members are aware of project objectives and current work plans, and to provide the opportunity for feedback.
• Provide coaching and technical supervision to distribution officers and assistants in order to develop ownership and full responsibility for distribution activities
• Assess the training needs of staff in communication with the Basic Assistance PM and ensure that appropriate training is conducted
• Ensure distribution team staff adhere to Medair’s security guidelines and policy

Coordination

• Work closely with Senior Assessment Officer(s) and MEAL Manager on planning future work and distribution schedules
• Ensure clear understanding of location and number of distributions per day
• Ensure the community support team is organized on distribution & assessment days
• Be willing to assist and support assessment/distribution teams in the field when needed
• Work alongside the logistics department to coordinate distributions and complete necessary paperwork
• Participate in weekly project team meetings and monthly progress meetings, as well shelter working groups on Bekaa level
• Prepare of workshops and training needed for distribution process

Communication

• Report any security or non-compliance incidents to Security Focal Point and Weather proofing Project Manager
• Remain up to date with UNHCR procedures and referral forms e.g Compass data, progress numbers and activity info
• Work closely with the Community Liaison Officer to develop and maintain positive relationships with local authorities, other NGOs and any other stakeholders, ensuring good co-operation and partnerships
• Facilitate communication with leaders/ community councils in ITS
• Ensure your team are following their roles on distribution day
• Professionally handle and address any complaints, report issues back to the Weather proofing Project Manager
• Ensure that communication with the beneficiaries is clear, identify gaps and report back to management
• Check records on conclusion of distribution, conduct post distribution visits where necessary to monitor work of distribution team

• Reporting

• Ensure all paperwork is accurate and correctly stored
• Keep updated records of distributions on computer
• Be organized and prepared to provide project manager with project reports when required
• Meet reporting deadlines and send in necessary paperwork to the Project Manager
• Complete necessary reports should incidents occur during assessment or distribution

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  Security & Loss Prevention  

• Monitor security procedures and potential threats to during distribution
• Assist with crowd control and enforce security measures
• Understand and implement Medair security protocol procedures
• Be aware of the potential for loss or fraud in logistical activities and procedures
• Pro-actively work to prevent such occurrences by working ensuring adherence to Medair guidelines on fraud prevention with relevant line managers to improve transparency and to ensure the best use of Medair assets and resources
• Conduct regular loss prevention training with all staff and casual labourers in coordination with the Assessment Team Leader

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  General Responsibilities ·

• Know, understand, and clearly communicate Medair’s core values, programmes, and organisational profile
• Read, sign and comply with all Medair’s Code of Ethics policies such as the Prevention of Sexual Exploitation and Sexual Harassment, Child Protection, and the Prevention of Fraud ·
• Work within Medair’s operating policies, procedures, and software systems, ensuring the use of standardized formats ·
• File and archive all electronic and paper documents in accordance with Medair (Data Protection) and donor guidelines
• Be flexible, willing to assist in other areas of work as relevant and needed for this role.

PERSON SPECIFICATION:

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• University degree in relevant field
• 3 years of previous NGO or relevant experience
• Post-qualification professional or practical experience
• Strong working knowledge of Arabic and English (spoken and written)
• Ability to translate between spoken and written Arabic and English
• Computer literate with good working knowledge of Microsoft Excel, Word and Outlook
• Strong technical skills in use of IM systems including LMMS, ODK and Qlik
• Enjoys a challenge and works hard to achieve objectives
• Passionate about serving the poor/Self-motivated
• Team-player with good inter-personal skills
• Willingness to share tasks and delegate
• Encouraging, supportive person.
• Capacity to work under pressure and manage personal stress levels
• Creative, flexible and open-minded in all matters
• Commitment to best practice
• Strong communication skills, particularly verbal
• Good numerical and report writing skills
• Able to prioritise clearly and oversee multiple tasks
• Able to take initiative in distribution planning, organisation and execution
• Ability to encourage and motivate others
• Able to set clear objectives for staff and to delegate

This position is based in Zahle, Lebanon. The position will be 30% field based around the project regions of the Bekaa Valle and 70% office based.