Logistics Officer

With 30 years of humanitarian action, Première Urgence-Aide Médicale Internationale (PU-AMI), a non-profit, apolitical and secular international NGO in Lebanon:

Supports more than 300,000 beneficiaries annually through its programs in Lebanon.
Employs more than 190 national staff from diverse backgrounds.
Works in close partnership with local authorities, UN agencies, and NGOs to deliver coordinated, high-quality assistance.

Our mission in Lebanon: PU-AMI strives to provide rapid and integrated humanitarian responses to populations affected by crisis. Our teams combine expertise in Health, Protection, Shelter, Livelihood, Mental Health, and Psychosocial support to help individuals regain independence and dignity.

Learn more: PU-AMI Website | LinkedIn | Facebook | Instagram | Ethics Framework

SUPERVISION:

UNDER THE DIRECT SUPERVISION OF: Logistics Manager
UNDER THE TECHNICAL SUPERVISION: Logistics Manager
UNDER THE OVERALL SUPERVISION: Field Coordinator
IN SUPERVISION OF:Drivers and Housekeepers OVERALL MISSION

1) GENERAL OBJECTIVE

The Logistics Officer supports and contributes to the effective implementation of logistics operations across PU-AMI North bases, ensuring timely and efficient procurement, stock management, fleet management, and equipment maintenance. Under the supervision of the Logistics Manager, the position ensures that all logistics activities are carried out efficiently, transparently, and in compliance with PU-AMI policies and donor requirements. The Logistics Officer works in close coordination with all departments to anticipate needs, facilitate timely sourcing and delivery of goods and services, maintain accurate inventory control, and ensure continuous operational support to programs.

2) RESPONSABILITIES AND TASKS

Procurement:

• Support the identification and sourcing of suppliers in relevant local and international markets.
• Participate in supplier assessment, prequalification, and updating supplier lists.
• Assist in the preparation and collection of procurement documentation in line with PU-AMI policies and donor regulations.
• Support the full procurement process for goods, assets, and services, from purchase requests through ordering, delivery, and payment.
• Ensure quotations, purchase orders, contracts, and invoices comply with PU-AMI formats, regulations, and financial procedures.
• Participate in the joint verification of the quality and quantity of procured items.
• Maintain accurate and well-organized procurement records, including ongoing and completed dossiers.
• Follow up on contract payment schedules and ensure timely payments for logistics-related contracts.

Store Management:

• Support the management of base warehouses as the focal point in accordance with PU-AMI stock management procedures.
• Ensure accurate receipt, storage, labeling, and dispatch of goods and assets.
• Maintain updated stock records, stock cards, and reports.
• Conduct regular physical inventories and participate in spot checks and annual stock counts.
• Monitor stock levels, consumption, and expiry dates, and promptly report discrepancies, losses, or damages.
• Communicate in a timely manner any delays or variances affecting inbound or outbound freight to the Logistics Manager.
• Support forecasting and replenishment planning to avoid stock-outs or overstocking.
• Ensure proper storage conditions and respect of safety, security, and segregation standards.
• Monitor the quality and condition of products upon receipt, in coordination with the Logistics Manager and requester, and report any non-conformities.
• Conduct regular checks of stored items to ensure quality is maintained, organize stock according to expiry dates.
• Plan and optimize warehouse layout and space utilization to prevent loss or damage, and support renovations or modifications of storage areas as needed.
• Supervise and coordinate daily workers assigned to transport, handling, and storage activities.
• Ensure that daily workers consistently use required personal protective equipment (PPE), including safety shoes and gloves.
• When requested, liaise with transporters to arrange the delivery of goods and assets to and from the warehouse.

Fleet Management:

• Support the management of all vehicle’s administrative documents, ensuring they are complete, properly filed, and regularly monitored.
• In charge organizing and maintaining the schedule of vehicle movements and driver assignments at the base level.
• Support the timely reporting of all vehicle incidents to the Line Manager and contribute to the preparation of accurate incident reports.
• Serve as the focal point for communication with rental companies and follow up on vehicle maintenance schedules.
• Ensure fleet reports and records are updated regularly, including preparation of monthly fleet reports and invoice reconciliations.

Asset and Premises Management:

• Dispatch goods, assets, and equipment per base needs and update equipment lists.
• Ensure proper maintenance of assets and equipment, adhering to schedules.
• Conduct regular inspections of offices, guesthouse, and premises; organize repairs and maintenance as needed.
• Manage maintenance stocks and consumables.
• Monitor storage infrastructure, report damages, and propose repairs.
• Organize cleaning, disinfection, pest control, and ventilation of storage areas.
• Ensure equipment and machines are cleaned before returning to storage.
• Assist in identifying additional premises and follow up on all contractual obligations, including rents and utility payments.

Reporting and Coordination:

• Prepare and submit regular logistics and procurement reports as required by the Logistics Manager.
• Coordinate closely with program, finance, and logistics teams to ensure timely and efficient support to activities.
• Share updates on procurement status, stock levels, and delivery timelines with relevant stakeholders.
• Support audits, internal controls, and donor verifications by providing accurate documentation and records.
• Maintain centralized archives for procurement, fleet, premises, warehouse, and assets.
• Ensure all logistics documents are archived according to PU-AMI standards.
• Identify and report potential risks, delays, or non-compliance issues to the Area Logistics Manager.

Security:

• Report potential fleet or security incidents to the Logistics Manager.
• Monitor and maintain security equipment as required.
• Comply with traffic laws and regulations and ensure safe use of vehicles.
• Support Logistics Manager to ensure that logistics staff, daily workers, and drivers are informed of security protocols, safety procedures, and emergency response measures. Always promote adherence to security rules.
• Support the implementation of contingency and evacuation plans

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs. Employee is also required to fulfil other job-related tasks delegated to him/her by their line management.

3. PRIORITIES OF THE DEPARTMENT

• Ensure uninterrupted logistics support to all programs through timely procurement, efficient stock management, reliable fleet operations, and well-maintained premises.
• Maintain readiness to support emergency responses.
• Prepare, complete, and implement all planned donation activities.

QUALIFICATIONS:

MANDATORY REQUIREMENTS:

Language skills: Fluent in Arabic and English (speaking and writing)
Education degree: University degree Supply Chain Management, Business Administration, or a related field.
Work experience: minimum 2 years of experience in NGOs, Proven knowledge of procurement procedures, stock management, fleet management, and asset control.
Computer skills: Ability to work in Microsoft Office, Excel and Internet tools.
Other: Valid driving license (minimum 1 year)

Others:

Excellent communication and listening skills.
Excellent organizational skills and time management skills.
Details oriented.
Ability to provide high quality of work.
Ability to set priorities and adapt to changes.
Able to manage priorities, take initiatives and work without constant supervision.
Autonomous.
Good analytical and problem-solving skills.
Good knowledge of HR Systems (i.e. Homere, Access).
Intermediate knowledge of Labor Law and NSSF/Income tax.
Ability to keep confidential information
Regular travel to other PUI offices in Lebanon and occasional field visits.

Assets:

Interests: Work in humanitarian aid.

Transversal skills:

Ability to work well in a multicultural team.
Ability to work under pressure.
Committed to deadlines.
Effective stress management skills.
Ability to delegate and effectively manage a team.
Able to check information; logical mindset.
Respectful, neutral and impartial attitude.