Logistics and Security Officer

La Chaîne de l’Espoir (CDE) is an international NGO founded in 1994. Its mission is to strengthen healthcare systems to ensure that everyone—especially children—has equal chances of survival and development.

We operate in 28 countries through a comprehensive approach focused on children, as well as on mothers and disadvantaged communities:

• Prevention and early screening, particularly through school health programs
• Care and surgery to address the most urgent needs of children and their mothers
• Training and skills transfer to local teams, supported by our international network of surgical and medical experts
• Construction and equipment of hospital facilities adapted to local needs

Mission context

CDE has been implementing humanitarian activities in Lebanon since 2005, working through local partners, such as HeartBeat, in order to provide access to medico-surgical care to children suffering from cardiopathies and orthopedics disabilities. Late 2020, CDE eventually opened its mission in Lebanon to respond to growing needs due to the significant deterioration of the situation. Since then, CDE is implementing activities related to the tertiary healthcare, including several aspects such as the strengthening of the healthcare system, early detection of congenital orthopedics disorders, psychosocial support, etc – via direct and indirect (through local partners) implementation. Lately, CDE is launching a large-scale project to provide general pediatric surgery for vulnerable populations through a network of governmental hospitals. 

Position and Mission

The Logistics/Security Officer is responsible for developing and implementing the mission's logistics and security strategy, ensuring the proper application of the organization's logistics and security standards, and optimizing resources. Their scope extends to the mission, the capital, and partners in the country.

The logistics and Security Officer will report directly to CDE head of mission.

Main activities

Objective 1: Sizing and monitoring logistics budgets

• Sizing logistics resources during budgeting phases.
• When drafting the Procurement Plan, incorporate specific logistics elements into project proposals (derogations, existing framework contracts, etc.).
• Monitor changes in logistics budget lines, through analysis of the Budget Follow-Up, raise alerts when necessary, and make proposals
• Control and analyze expenditure.

Objective 2: Manage purchasing activities

• Define and implement the mission's procurement strategy in accordance with the CDE logistics referential.
• Participate in defining the procurement framework for partnership agreements
• Conduct regular purchase files control actions
• Ensure the proper application of the CDE procurement guidelines and specific donor rules
• Establish the project procurement plan during the budget design phases and ensure their proper application and updating as necessary.
• Ensure the implementation and monitoring of framework contracts
• Supervise the physical and/or electronic archiving of all office logistics documents in accordance with La Chaîne de l'Espoir standards.
• Update purchase follow-up tool and contract follow-up tools
• Update the supplier catalog through an annual market study
• In connection with partners, support, monitor, and control the purchase files of mission partners.
• Monitor and analyze KPIs and propose improvements

Objective 3: Manage transport and storage activities

• Ensure the proper application of internal transport and storage rules
• Update inventory tracking
• Conduct regular physical inventories
• Participate in defining the inventory management framework
• Monitor and analyze KPIs and propose improvements

Objective 4: Oversee equipment management

• Assess equipment needs for the mission and ensure they are budgeted
• Ensure proper renewal of the equipment fleet
• Ensure equipment is properly standardized
• Ensure the equipment list is kept up to date
• Ensure the proper functioning and monitoring of communication systems: internet connectivity, cellular and satellite communication means
• Monitor the equipment maintenance plan

Objective 5: Oversee vehicle management

• Assess vehicle requirements for the mission and ensure they are well budgeted
• Define the strategy for managing vehicle movements during the mission: purchase/rental/other options
• Ensure accurate monitoring of the vehicle movement management method: framework contracts for rentals, monthly document management, invoicing monitoring
• Monitor and analyze fuel consumption
• Validate and monitor safety aspects related to vehicles and travel: vehicle condition, driver training, validation and monitoring of movements
• Ensure that road safety SOPs are properly disseminated and understood, and provide training/awareness sessions for drivers.

Objective 6: Oversee building management

• Assess building requirements and ensure they are budgeted
• Carry out administrative monitoring of buildings and anticipate lease renewals
• Carry out routine checks: electricity, plumbing, etc.
• Ensure the proper implementation and monitoring of security measures: safe room, protection, access, electricity, key management, fire safety, evacuation

Objective 7: Manage logistics human resources

• Assess logistics staffing needs and ensure they are budgeted
• Organize the work of the logistics department
• Participate in the development of the training plan
• Inform new employees about safety rules and logistics
• Delegate activities and monitor their proper execution
• Organize internal logistics trainings within your department
• Conduct performance reviews
• Provide technical support to the team as needed.
• Ensure the proper performance of employees (Cleaner/driver etc.) in your department

Objective 8: Security management by delegation from the Head of Mission

• Act as backup for the Head of Mission regarding security management
• Establish and maintain relationships with relevant local and national authorities, as well as humanitarian actors, to ensure safe access for our teams in areas of intervention and maintain a network of key informants and contacts.
• Monitor, analyze, and report on the political, security, and geopolitical situation in the areas of intervention in order to provide informed advice to the Head of Mission, and report any changes in the security context that may have an impact on CDE's activities in its areas of intervention.
• Based on these analysis, provide the necessary advice on the daily assessment of the security situation to the Head of Mission in order to validate movements accordingly.
• Support the Head of Mission in updating security tools, including risk analysis and all relevant documents such as the security plan and contingency plan.
• Support the Head of Mission in implementing measures to ensure compliance with the required safety and security standards for all personnel and facilities.
• Provide training to personnel on the CDE's internal security rules and any other security-related topics.
• Assist the Head of Mission in managing security incidents or crises, as requested.

Objective 9: Reports and analyses

• Compile and consolidate the monthly logistics report and send it to headquarters: activity narrative, procurement plan, contract follow-up, stock report, vehicle costs, equipment list, logistics organization chart (if updated)
• Work with the coordination team to draft donor reports on logistics aspects: prepare interim and final donor reports (equipment and inventory)

Any other tasks as requested by the Line Manager.

EDUCATION AND SKILLS

Education/Experience:

•   Bachelor's degree in Logistics Management or Business administration or equivalent. [Required]

•   At least 4 years of field experience with NGOs in similar positions. [Required]

•   Experience in field security. [Required]

•   Has a valid Lebanese driving license [Required]

Language and information system:

•   Very Good command of spoken and written English and Arabic is a must. French is a plus.

•   Very Good command of Microsoft Office software tools (Excel, Word, and PowerPoint)

Skills and abilities:

•   Adherence to the humanitarian principles and code of ethics of La Chaîne de l'Espoir.

•   Patience, flexibility, and adaptability

•   Excellent organizational skills

•   Rigorous, analytical, and synthetic thinking

•   Proficiency in IT tools (Word, Excel, etc.)

•   Available for regular travel

•   Good interpersonal and communication skills

•   Team player

•   Knowledge of institutional donor funding

•   Adherence to the humanitarian principles and code of ethics of La Chaîne de l’Espoir

The tasks listed in this job description are not exhaustive; the employee may be asked to perform additional tasks as needed.