Logistic Officer

PRESENTATION OF HANDICAP INTERNATIONAL Handicap International is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights. Handicap International is a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.   For more details on the association: http://www.handicap-international.org   Handicap International is composed of 3 operational divisions: Emergency Response Division (ERD) Mines Division Development Division   MISSION CONTEXT   The Emergency Response Division in Lebanon was created in April 2012.  The provision of support to health structure is provided directly by Handicap International physiotherapist and technical advisor.  The identification, assessment of the needs, referral and direct provision of services is done trough 18 outreach teams (composed of one social worker as case manager and one physiotherapist supported by 4 psychologists and/or psychosocial workers) and trough 4 fixed points in the communities (in community centers to allow more efficiency reducing the time to reach the beneficiaries). An additional team in Bekaa and North Lebanon will be focusing on the community sensitization, training to humanitarian workers and the identification of potential local partners. In Lebanon, the provision of household essential items including food, NFI and unconditional cash assistance to cover essential winter basic needs of the most vulnerable refugee newcomers will be done in HI area of intervention (54 villages in Central and West Bekaa) through current dedicated outreach teams and distribution teams.   ACCOUNTABILITIES   Line manager: Logisitic manager Line manager+1: Field Coordinator Supervise: Supply assistant / fleet and facilities assistant / store keeper In direct cooperation with: administration and program   RESPONSIBILITIES   The Logistics Officer is responsible for managing, consolidating, and ensuring smooth implementation of- and adherence to- HI logistic and security procedures on Tripoli base level. The Logistics Officer is in charge of building the capacity of his Log Assistants. He reports to the Log Manager, who is responsible for the 2 North bases in Lebanon; the North Log Department provides logistical support to the HI programs in the Region. Log Officer must be aware of logistics-related actors, services, and opportunities in the location.  While the context may vary, the Logistics Officer is typically in charge of managing the proper running of base premises (office / guest house), ensures the proper functioning of supply chain including procurement follow-up, purchasing of goods and services, their transport and storage, supervises the organization, planning, and maintenance of the fleet, evaluates/reports the need and ensures the proper use of HI equipment, assesses and ensures the functioning of the means of communication appropriate for the HI base.   Objective 1: Logistics tasks Activities/Main duties: •Global management of the offices in North Lebanon in term of Fleet management, purchase, stock management and general Logistics management; •Ensure a smooth coordination and communication with the logistics assistants; •Provide logistics support and advice to Program staff to ensure a smooth program implementation; •Improve if needed the processes (purchases, stock management, movement plans…), and ensure their application in collaboration with the log manager..   Objective 2: Team management Activities/Main duties: •Recruit and develop skills and capacities of your team; •Be vigilant regarding your staff knowledge of and compliance with the internal rules and regulations, especially with the ethics dispositions regarding respect of the beneficiaries; •Ensure the daily management of your team (job description, introduction briefing action plan, objectives, individual follow-up meeting, individual support, etc.), prepare on a weekly / monthly basis your team’s schedule; •Ensure conflict resolution (personal and professional) within your team and inform your line manager;   Objective 3:  Purchase management Activities/Main duties: •Organize the planning of the purchases and define the priorities of the items needed by the program to orientate the work of your team; •Make sure the follow up of the purchases is good and completely filled (TSA); •Make sure that the rules of Handicap International procurement procedures are respected; •Organize the identification of suppliers, and the collection of quotations request; •Ensure the quality of the purchase and the delivery deadlines; •Ensure the collected documents are compliant with HI procedures: supplier stamp, signature, date, VAT... •Make sure to always consider value for money having in mind quality and sustainability of the goods; •Make sure that packing list and waybill for the items sent to HI projects are issued and properly used; •Ensure a good communication with the program managers at all the level of the purchase process.     Objective 4: Equipment management Activities/Main duties: •Make sure the follow up of the equipments is good and completely filled (TSE) in link with the IT Department in Beirut; •Make sure all the equipments have an identification code; •Once a month, make a physical inventory of all equipments of your base and communicate all changes concerning equipment in your base to your line-manager; •Ensure the security and the follow up of the equipment used on the mission (identification, inventory, affectation, equipment files).   Objective 5: Stocks management (physical management) Activities/Main duties: •Ensure the respect of HI stock management procedure; •Ensure a good level of stock for logistics items, including forecast of buffer-stocks; •In charge of the transit stock management and control system; •Check that the regular inventories match with the theoretical stock •Ensure the storage management procedures are respected : Stock items request, stock cards, bin cards, Delivery Notes; •Crosscheck regularly the data between deliveries from warehouse/stock and programs data (donation certificates) in close relation with the store keeper   Objective 6: Fleet and premises management Activities/Main duties: •Ensure the respect of HI vehicle management procedure; •Supervise the general follow up of the vehicles (consumption checks, movement planning, movement tracking, etc.); •Ensure that regular maintenance on the different vehicle is done when needed by the rental car company; •Handle transport follow up, and the follow up of fuel supply if needed; •Ensure that fuel consumption report is done regularly, crosscheck the data with the invoices and the logbooks; •Ensure the good coordination of the maintenance of the offices and accommodations; •Ensure the supply of domestic gas, mazout, drinkable water and other welfare items in the offices and accommodations; •Plan the request in advance for all stock material needs in offices and accommodations; •Inventory set up and follow up of the premises.   Objective 7: Training / reporting Activities/Main duties: •Train the staff under your authority; •Provide the line manager with a weekly activity report and forecast (Procurement, Stock, Assets) if requested; •Participate in- and report- the security situation and develop security procedures relevant to the context whenever it’s needed and in ad equation with the Log Manager; •Immediate feedback in case of incident in and around our working area to the line Manager.   REQUIREMENTS   Background: Minimum of two years work experience. University Degree or equivalent work experience in logistics. Substantial knowledge of standard logistics procedures and practices required. Some knowledge of technical fields such as mechanics / IT / Communications or other is expected. Relevant experience in procurement and supply as well as stock management. Previous experience with an NGO is an asset. Languages: Fluent in written and spoken English and Arabic Driving licence: yes Computer skills: Good knowledge of Microsoft Office Programs, especially Excel, Word and Power Point. Personal qualities & soft skills: Good communication and demonstrated management skills. Ability to multitask and deal with stressful work situations. Good interpersonal skills; Ability to lead teamwork sessions.