Logistician

CONCERN WORLDWIDE IN LEBANON JOB DESCRIPTION  LOGISTICIAN     Job Identification           Job Title:                                              Logistician            Location:                                              Akkar district, North Lebanon Reporting Line:                                 Finance and Admin Manager Staff Reporting:                                                Storekeeper Job Status:                                          Temporary – 6 months Job Grade:                                          Grade 5 Prepared by:                                      Emergency Coordinator Date Prepared:                                 16 June 2013 Approved by:                                    Country Director     Job Summary                     Provide high level logistics/procurement support to the country programme, ensuring that goods are procured, delivered and stored in a timely manner and according to Concern (and relevant donor) policies and guidelines.  Purchases must represent best value for money and be fully evidenced.  This is a support function in terms of providing a service to the programme and operations teams.  However the role entails significant responsibility as it involves direct negotiation of contracts and purchases. Thus the post-holder must have a high level of integrity and his or her conduct will be subject to scrutiny.     Duties and Responsibilities   1. Supervise/manage all aspects of the logistics functions relating to Concern programme in Lebanon, in line with Concern (and donor) logistics policies and procedures.   a)      Respond quickly to authorised supplies requests and advise requester of progress of procurement b)      Develop and maintain a procurement tracking sheet for items requested by programme staff. c)       Liaise with other NGOs procurement staff to identify new suppliers and sources  d)      Prepare tender proposals for approval by senior management e)      Become familiar with specifications and requirements of requested goods and services and seek confirmation from technical staff as necessary f)       Develop and maintain a database of reliable suppliers and liaise with suppliers so that goods and services can be procured in a timely manner in order to meet programme deadlines and in case of other emergency response g)      Develop a mechanism to keep track of supplier performance and seek their feedback for improvement of Concern’s logistics system. h)      Organize customs clearance and ensure completion of other formalities of imported goods and transportation of same to the field areas i)        Be familiar with donor guidelines related to procurement and storage; provide information or conduct training for systems staff. j)        Maintain necessary documentation to meet Concern and donor requirements such as suppliers request, good received notes, goods delivery notes, stock cards  release requests k)      Coordinate with suppliers the delivery schedules and transportation arrangements and advise relevant staff of same  l)        Coordinate with storekeeper, Stores Manager, Finance and Programme team to ensure that supplies reach the desired destination in time and according to specifications as ordered by Concern. m)    Lead on negotiating rates, supply times, penalties and other terms and conditions with suppliers and deal effectively and amicably with complicated issues.  n)      Liaise with finance to ensure timely payments to suppliers   2.  Oversee secure and proper storage and handling of goods in Concern storage facility   3.   Effectively manage and support staff reporting to this post a)      Provide regular support and feedback to post-holders reporting to this role b)      Undertake probation and annual performance reviews frankly and in timely manner c)       Ensure sub-ordinates are clear about their role, expectations and all relevant policies and procedures d)      Support the professional development of subordinates e)      Undertake joint work planning f)       Facilitate communication flows between subordinates and senior management   4.  To adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern Code of Conduct. To support and promote the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to their team, partner organisations and beneficiaries, and be committed to providing a safe working environment. 6.  To contribute to the establishment of preventive measures to reduce the potential for abuse in Concern programme (as per P4 section 6).   6.  Undertake other appropriate tasks that support the work of Concern in Lebanon as requested     Skills, Qualifications, Experience and Attitude Required Recognised      tertiary qualifications in administration or related discipline Experience      in Logistics or Administration Previous      experience working with humanitarian organisations is desirable Strong organisation      skills and problem solving skills Excellent computer skills in a MS Office and      good command on email Ability to work calmly and efficiently under pressure to meet tight deadlines Excellent oral and written communication      skills in Arabic and English. Demonstrated ability to lead and develop staff      members. Demonstrated ability to interact with other      people effectively and diplomatically Commitment to maintaining confidentiality Ability to work within deadlines, prioritizing      competing demands and under pressure Ability to negotiate      and assist in the resolution of disputes/conflict Attention to detail Willing      to work in the field as per need of the project activities including      occasional overnight stays away from home base Non-judgmental      attitude and respect for Concern’s beneficiaries, other staff and people      that Concern deals with Commitment to humanitarian principles and      values Commitment to Concern equal opportunity and      gender practices     Concern Staff Code of Conduct and Programme Participant Protection Policy (P4)   Concern Worldwide has a staff Code of Conduct and a Programme Participant Protection Policy which have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern Staff, consultants, visitors to the programme and partner organizations; and the standards of behaviour expected from them. In this context staff have the responsibility to the organization to strive for, and maintain, the highest standard in day to day conduct in their work place in accordance with Concern’s core values and mission.   Any candidate offered a job with Concern Worldwide will be expected to sign the Programme Participant Protection Policy and the Concern Staff Code of Conduct as an appendix to their contract employment.   Any breach of Concern Staff Code of Conduct or the Programme Participant Protection Policy by employees of Concern Worldwide during the course of their employment will result in disciplinary action up to, and including dismissal.     Counter Terrorism Policy Concern receives a substantial amount of funding from external donors each year.  Increasingly donors are introducing requirements whereby future funding is conditional on Concern ensuring that the names of any new employee or volunteer do not appear on terrorism lists generated by the European Union (List of person, groups and entities to which Regulation (EC No. 2580/2001 applies), the US Government (Office of Foreign Assets Control list of specially designated Nationals and Blocked Persons) and the United Nations (Consolidated List).    ‘Any offer of employment (either paid or voluntary) with Concern Worldwide will not be made pending a clearance check being conducted on the applicant.  For additional information please consult our web site or contact the Human Resource Division in our Head Office. By submitting a formal application for paid or voluntary employment to Concern, you agree to Concern carrying out a clearance check as outlined above and that Concern will not proceed to recruit you should your name appear on any of the aforementioned lists.’