Logistic-Field Officer

CESVI has been operating in Lebanon since 2001, with a specific focus on the Economic Development and Livelihoods sector, Education and Protection. CESVI is also responding to the current humanitarian crisis with a set of activities aimed at supporting IDPs.
As Logistic-Field Officer, the Collaborator will support the CESVI operations in the punctual management of the logistics and supply chain tasks related to CESVI mission in Lebanon. 
The Collaborator will work under the supervision of the Administrative & Logistics Manager in coordination with International and Local staff.

Responsibilities

Main responsibility:

The Logistic-Field Officer supports CESVI mission in Lebanon in all tasks related to Logistics and Supply Chain in compliance with CESVI established procedures, and applicable laws including supply chain deployment, procurement planning, market surveys, vendor registration; premises management and quality assurance.

Generic responsibilities:

The main field of work will be in logistics and procurement, with the following assigned tasks:

• Assist the Administrative & Logistics Manager and the Project Manager in the preparation and continuous updated of the projects procurement plans;
• Draft procurement documents and follow up on procurement procedures in collaboration with Project Managers;
• Conduct market analysis, identifying potential suppliers and managing the suppliers country database;
• Follow up with suppliers and conducting inspection of material delivered;
• Keep track of the country inventory list;
• Follow up on suppliers/contractors payment and contract deadlines;
• Manage the fleet of CESVI in Lebanon;
• Ensure the functioning of the office (rent; bills; equipment; stationary and other relevant running costs);
• Ensure timely and accurate archive of project and office documents.
• Contribute to filing systems/archives according to CESVI standards in all offices;

Specific responsibilities:

Procurement:

• Ensure that all procurements are done in accordance with CESVI Procurement Manual and donor regulations;
• Check and receive purchase requisitions and initiate the procurement process according to CESVI Procurement Manual;
• Ensure RFQs and ITBs, are prepared and sent out within the agreed lead time;
• Complete and issue purchase orders in accordance with CESVI Procurement Manual;
• Check procurement documents (Bid analysis, Purchase orders and Payment documents etc…) and submit to signatories for verifications and approvals;
• Check payment documents as per procurement checklist before submission for approvals and to finance;
• Conduct regular market surveys to identify suitable and reliable suppliers and service providers;
• Active and regular search for suppliers and establishment of vendor database, which includes supplier performance information.

Fleet Management:

• Ensure that vehicles are checked daily, and that regular service and maintenance is carried out as per agreed schedule as well as managing service agreements such as vehicles fueling;
• Ensure vehicles have current and lawful documentation;
• Ensure the compliance with CESVI Fleet Management SOP.

Asset Management:

• Maintaining up-to-date control of all assets as per CESVI Asset Management;
• Oversee the issuance and return of assets to/from staff:
• Update asset register every month;
• Ensure the good housekeeping of all assets of the mission, including monitoring for regular maintenance.

Distribution:

• Update the Administrative & Logistics Manager, other Support and Program staff with relevant information about delivery of goods or providing requested services;
• Report all potential fraud cases to the Line Manager;
• Ensure the application of CESVI Distributions SOPs.

Professional Competencies and Qualifications Required

Skills:

These are skills, knowledge and experience that are important for effective performance:

• An undergraduate university degree in a relevant field of study;
• Minimum 2 years of experience from working in Logistics and/or Supply Chain in a humanitarian/recovery context;
• Knowledge and expertise in Logistics and/or Supply Chain;
• Experience from working in complex and volatile contexts;
• Experience of data collection, analysis and report writing;
• Knowledge of market analysis tools and approaches;
• Knowledge and skills in market assessments, analysis;
• Fluency in English, both written and verbal;
• Valid driver’s license.

Behavioural competencies:

• Managing resources to optimize results;
• Proactive;
• Coping with change;
• Coping with uncertainty;
• Communicating with impact and respect;
• Handling insecure environments.

Safeguarding

Cesvi has a zero tolerance approach to any harm to, or exploitation of, a child or a vulnerable adult by any of our staff, related persons or partners. Cesvi commitment to being a safe organization begins with the staff recruitment process which includes meticulous checks, such as criminal records checks or check disclosure of previous convictions, to ensure children and vulnerable people are safeguarded and abuse is prevented. Safeguarding checks are part of the selection process performance.