Logistics and Security Coordinator

Job Summary                  

The Logistics and Security Coordinator is responsible for the overall management of
Concern Lebanon’s Logistics and security functions, which comprise of Procurement,
Warehousing, Assets, Security and Fleet Management. 

Duties
and Responsibilities

Logistics Management

• Translating the
  objectives of a project proposal into a logistics work plan
• Developing
  and rolling out country-specific logistics manuals, consistent with
  Concern’s global policies, local law and practice
• Preparing
  and rolling out guidance notes for users on specific areas of Logistics
  procedures
• Assisting the SD
  in logistics budget preparation and tracking;
• Overseeing
  monthly and quarterly logistics reports;
• liaising with UN
  agencies and Logistics Cluster when appropriate
• Participating in
  interagency logistics meetings and provide timely reports to the CD.
• Prepare and roll out country-specific
  logistics and administrative policies and procedures in line with
  Concern’s global policies and provide training and briefings on these to
  relevant staff.
• Advise the CMT of logistics and security
  issues affecting project implementation and propose cost effective and efficient
  solutions.
• Liaise with logistics senior managers of other
  International NGOs and UN agencies, sharing best practice and practical
  information.

Programme Support:

• Reviewing
  logistics policies and procedures on the project level and advise/recommend
  the teams accordingly.
• Provide
  technical leadership and advice to department staff and to managers in all
  locations on specific logistics issues.
• Review
  the logistics and administrative aspects and budgets of each donor
  proposal or internal Concern budget review prior to submission and provide
  feedback and/or advise where necessary.
• At
  the start of any new donor contract identify and communicate all
  donor-specific logistics requirements to the relevant personnel in all
  departments to ensure compliance throughout the duration of the project.
• Review
  the logistics aspects of donor reports.

Procurement Management

• Ensuring
  Concern and donor procurement procedures are implemented
• Ensure
  all project proposals have a procurement plan which will be prepared prior
  to and implemented immediate at the start of each new project.
• Preparing
  tenders in compliance with Concern and donor guidelines.
• Ensuring
  supply and construction contracts are both technical and legally sound.
• negotiating
  with major suppliers and implementing framework agreements with for
  frequently purchased items
• Identifying
  and contracting a reliable clearing agency for imported goods and ensuring
  all necessary documents are produced to facilitate the process.
• Ensuring
  the timely order of supplies from Dublin, in line with approved budget
  expenditure.
• Maintaining
  the Supply Request Tracking Sheet (SRTS) and sharing with all relevant
  staff.

Stock and Property Management

• Identifying and
  managing suitable stores according to Concern logistic requirements;  
• ensuring staff
  skills on stock and inventory management are up to date;
• Ensuring fixed
  asset registers are updated and verified regularly
• Ensuring all procedures and documents relating to asset management
  are followed and assets are safe guarded with physical checks in line with
  Concern Logistics Manual.
• Ensuring donation certificates with recipient signatures are
  obtained and filed for all assets and equipment donated to
  beneficiaries/partner groups.
• Ensuring correct
  and adequate management of donations-in-kind paperwork, procedures and
  reporting.
• Periodically
  provide the CD with a list of obsolete items.

Security Management:

§  Convene Security Focal
Group meetings

§  Advise the CD on all
security matters

§  Report important
security incident on CWW’s incident reporting system

§  Ensure office and
expat accommodation undergo security assessments and are secure/safe

§  Carry out logistics
and security inductions for all new staff

§  Facilitate staff
movements during lockdowns/roads blocks etc

People Management

• Leading
  and managing logistics team by capacity building, on-the-job training and
  coaching
• Ensuring
  all positions have accurate job descriptions and set objectives
• Monitoring
  and reviewing performance against set objectives, giving corrective
  feedback where required and taking decisive action in the case of poor
  performance
• Identifying
  and taking appropriate action to fill resource gaps

Transport Management

• Ensuring
  effective fleet management is in place, in accordance with Concern
  procedures.
• Ensuring
  transport reports on fuel usage, mileage, repairs and maintenance are
  accurate and reviewed for potential issues.
• Assessing
  transport requirements for the programmes on a regular basis and
  implanting changes when necessary

Reporting

• Providing a
  monthly logistics reports on vehicle maintenance, fuel consumption,
  warehousing, Supply Request Tracking Sheet and asset register.

Expat accommodation and CWW offices

• -Carry out market
  assessments for CWW offices stores and expat accommodation
• -Ensure the best
  value for money in sourcing all CWE office, staff accommodation and stores
• -Ensure all CWW
  accommodation is well equipped/furnished and meets high standards of
  quality

Your skills
and experience will include:

• Relevant graduate
  qualification

• 3 years of overseas logistics experience
  with an International NGO, Prior experience of working with CWW is
  desirable.
• experience in
  managing, coaching and training others
• experience on
  setting-up of logistical systems and related administrative procedures
• knowledge of
  international ordering procedures and documents i.e. cargo manifests,
  warehouse management skills, good understanding of in-country custom
  clearing procedures and supply line to projects from capital, ability to
  design air, water or land logistical systems);
• Experience of working in insecure environments
• knowledge of security management systems and approaches for NGO’s
• Empathy with Concern’s vision, mission, goals and objectives,  and our target group
• Computer literate and good knowledge of word and excel
• Excellent English