Operations and Logistics Specialist - ARE Activity

BACKGROUND

The Lebanon Agriculture and Rural Empowerment (ARE) activity, funded by USAID and implemented by Chemonics International, has a three-year base period, two Option Years, and One Increased Quantity Option. Both option years have been activated, bringing the project period to five years, and the IQO has been exercised in order to enable the incremental funding for scale-up interventions in support of both of ARE’s expected results (objectives). ARE supports Lebanese rural and peri-urban communities to obtain technical and financial resources in order to facilitate increased productivity, sales, and exports, improved business income, while also ensuring livelihood sustainability. To support this purpose, ARE will increase jobs; improve incomes; improve female participation and employment opportunities; increase domestic and export sales; increase private sector investment; improve access to finance; link value chain actors to domestic and international markets; and improve production through improved practices, technology, increased volume, and/or decreased cost. ARE supports two key expected results (objectives), each with their own intermediate result (IR):

1. Increased domestic and export sales at both firm and farm levels (Result 1)
   1. Increased enterprise competitiveness (IR 1.1)
2. Livelihoods improved, especially in rural areas and for women (Result 2)
   1. Improved productivity of MSMEs, including farmers (IR 2.1)

POSITION DESCRIPTION

The Operations and Logistics Specialist is a support position on the operations team on the Lebanon ARE activity. The Operations and Logistics Specialist will be responsible for the logistical management of the day-to-day operations of the project office ensuring: the office is fully equipped and supplied, office lease management, local and international travel logistics, office correspondence, administrative contracts, petty cash, and project inventory. The Operations and Logistics Specialist will manage project vehicles and trips including maintenance and record keeping. The Operations and Logistics Specialist will supervise and mentor the Administrative Assistant/Receptionist, cleaner, and the project drivers.

DETAILED RESPONSIBILITIES

Office Management

• Ensure that the office is run in a professional and responsible manner such as office cleaning, seating, receptionist duties, hosting guests, and general contact and liaison with outside agencies;
• Ensure office lease related contracts and payments are adequately administered and paid on time
• Administer proper booking and usage of office facilities such as meeting rooms and other assets;
• Establish and maintain appropriate filing systems for office correspondence; 
• Receive and dispatch office phone calls and mail;
• Ensure complete and thorough inventory of all property of the Lebanon ARE project including disposition plans;
• Prepare and track equipment handover to staff;
• Monitor performance and expenditure under office and logistics contracts;
• Issue Procurement Action Request and Procurement Payment Forms for administrative and logistics contracts and services;
• Manage petty cash register and purchases and replenishment in accordance with Chemonics petty cash policy;
• Coordinate with IT Specialist that the office IT equipment are well maintained, operating properly and ensures adequate supply of consumables. Ensure that vendors are honoring maintenance contract terms;
• Provide support towards implementing training events;

Logistics and fleet management

• Oversee logistical support for office activities, both technical and administrative, functions as needed
• Manages fleet, trips, and drivers;
• Maintain vehicles records such as log sheets, registration, insurance, fuel, and maintenance vouchers;
• Maintain self-drivers logistics records and review mileage reimbursement forms;
• Manage the day-to-day field tasks in areas relating to administrative needs of the office and the programs transportation plan;

Other administrative duties

• Work closely with IT and HR team to support in onboarding and management of new hires needs;
• Support the HR team in the local legal processes and residential paperwork for project expats and STTA consultants;
• Lead on overseas and domestic travel arrangements, clearances and hotel reservations for all short-term consultants travel, prearrival package, security brief, and local staff traveling to conduct site visits or to field;
• Coordinate with HR team and Safety and Security Focal Point in the provision of rapid, efficient and effective coordination on any emergency employee situation as may arise such as Medevac Services, emergency evacuations out of Beirut, emergency room and medical kits, and injuries to employees during working hours;
• Assist in coordinating with the local import/export authorities to get project commodities and expatriate household effects in and out of the country;
• Translation of any program or office documentation, as required;
• Supervise, train, and oversee the work of the office assistant, cleaner, and project drivers;
• Other tasks as delegated by the Administration and HR Manager or Operations, Finance, and Grants Director as necessary

MINIMUM QUALIFICATIONS

• Bachelor’s degree in business management, or another related field
• Minimum four years of experience in office management, logistics support, fleet management, inventory and operations positions. Experience working in operations management of a USAID or other donor-funded project preferred
• Demonstrated ability to work in a professional manner with fellow staff members, visitors, partner organizations including international and local NGO’s, government authorities, and the general public
• Excellent team management and leadership skills
• Ability to exercise confidentiality and high levels of professionalism
• Ability to work in a team and independently with minimal supervision
• Excellent organizational and written and verbal communications skills
• Fluent written and spoken Arabic and English

LOCATION OF ASSIGNMENT

The Operations and Logistics Specialist will be based in the project’s main office in Beirut, Lebanon, and travel throughout the country as required.

REPORTING

The Operations and Logistics Specialist will report directly to the Administration and Human Resources Manager or her/his designee.