Base Logistician _Zahle Base

GENERAL RESPONSIBILITIES The Base logistician is responsible for all related procurements strictly following donors’ guidelines and Kitlog 3.3 guidelines. In addition, the base logistician will closely supervise/update the entire equipment list, supervise vehicle fleet and office maintenance in order to ensure an efficient response to all programs within the base. Lastly, the base logistician will monitor and report any incident related to security within the base. DETAILED OBJECTIVES AND TASKS 1: Procurement and logistics Directly responsible for the procurement of all items for the base and projects. Perform all tasks related to the procurement process such as quotation requests, suppliers’ visits, arrangement of delivery/confirmation, satisfactory quality/payment, price monitoring etc. Organize and archive documentation for purchases following internal procedures according to Kit Log v3.3 Obtain necessary data for drafting Procurement Purchase Plans and project proposals. Ensure accountability, transparency and due diligence as per ACF Principles and Code of Conduct/Code of ethics. Follow up of orders in a timely manner. Keep the different departments informed about the status given of their procurement requests by sharing monthly procurement follow up report. Draw up and follow up on contracts with suppliers when necessary (in Arabic and English depending on the requirements). Communicate Supply Procurement Plan with all departments and insure the flow of request is done accordingly. Supervise the management of stocks (storage conditions, report, expiry date). 2. Vehicle fleet management Supervise the daily and weekly movement planning according to project’s requests. Ensure full compliance of ACF security rules for drivers (seatbelt use, speed limits, daily reporting, etc.). Supervision of vehicle movements within the base and country. Monitor the maintenance and fuel consumption of vehicles in accordance with Kit Log v3.3 (logbook, fuel usage etc.) Perform the proper follow-up of administrative tasks for the base fleet (rental contracts, insurance, and permits). Inform and report on a timely manner to Head of base of any security incident. 3. Equipment management & office maintenance Ensure an optimal state, proper maintenance and repair for equipment (computers, printers, photocopy machines etc). Keep the Base Equipment list up to date. Label all equipment with its proper codification and ensure proper storage. Manage and control the stock of office stationery supplies. Supervise allocation and adequate use of equipment for all users by filling up the material loan form. Check that antivirus is updated and that weekly backups are made for all computers. Ensure that office premises, guesthouses, and warehouses are in optimal conditions (cleaning and maintenance) Supervise office and expat house services when needed. Provide necessary support to warehouse/store keeper to ensure reports are accurate and up to date. 4. Security management and monitoring Contribute to the context analysis and follow up on security incidents and reporting.  Ensure application of the security rules and procedures. Collection of security related information (UN, embassies, NGO, local authorities). Collaborate in the design and updating of security plans and all their associated documents Ensure that drivers know the basic safety rules and respect driving rules. Manage the first aid kits and the extinguishers in the office, expatriate guest house and in the vehicles (inventory, expiry date follow-up, replacement etc.). Manage the food security kits in the expatriate guest house (inventory, expiry date follow-up, replacement etc.); Communicate any relevant information regarding the security context to the mission management. 5. Monthly logistics reports Submit the monthly Procurement Follow Up report every 5th day of the month for the base. Submit the monthly Stock Follow Up report every 5th day of the month for the base. Submit the monthly fuel consumption report every 5th day of the month for the base. Submit the monthly logistics report and other reports if required. Organize at the beginning of the month and/or week the drivers vacations and log staff in coordination with HR department. PERSONNAL REQUIREMENTS: High ethical principles, work under pressure, flexibility with unexpected events, organized and methodical. COMPUTER SKILLS: Knowledge of windows environment intermediate Excel level desirable Intermediate Microsoft word desirable PowerPoint desirable This job description may be modified based on the needs of the mission