Logistics Assistant

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 2 operational divisions: Humanitarian Action Division Development Division   MISSION CONTEXT   The Emergency Response Division in Lebanon was created in April 2012.  Support to the health structure is provided directly by Handicap International’s Technical Advisor, 4 physiotherapists and 4 Social Workers, who work in multidisciplinary teams to identify persons with injuries and persons with disabilities to assess their needs, provide Physical and Functional Therapy, refer beneficiaries to other providers. The teams work in three ways—providing services in beneficiaries’ homes, providing services from temporary locations such as community centers, and working through partner organizations who also provide Physical Therapy. In addition, complementary psychosocial support services are available to our beneficiaries.   Handicap International recognizes that persons with injuries and persons with disabilities are often blocked from access to basic services that are available to the general population by factors that exist in the environment. For example, a person with an injury who cannot reach a health facility may be much more disabled by the lack of access to a health facility than by the original injury. Another example: a person who has difficulty walking may be blocked from using the sanitation facilities in a camp. The mobility difficulty may not ever be “fixed” but the physical barrier to a sanitation facility can and should be unblocked. Identifying specific barriers that make the effects of an injury or a disability worse, removing the barrier, and working to make the barrier identification and removal process part of other organizations’ normal procedures—these are the objectives of the HI Lebanon mission’s Inclusion programming.   ACCOUNTABILITIES   Line manager: Logistics Supervisor Line manager+1: Logistics Coordinator Supervise: In direct cooperation with:  Logistics in Beirut, Logistics Department in Tripoli and Zahle, Admin Department in Beirut, Project Officer and Manager, Suppliers.     RESPONSIBILITIES Under the line management of the Logistics Supervisor, the Logistics Assistant is responsible for:   Ensuring a professional logistical activity and follow-up according to HI procedure in terms of Procurement and Equipment Management. Handling and being the focal point for supplies organized at Beirut level. Ensuring a good follow up and be the focal point with the suppliers for any Communication (mobile phones) and IT related issues/matters.   Objective1 : Ensure a good application of HI supply procedures. 1.1   Apply and supervise on a daily basis the processes (purchases management in link with the Facilities responsible,                 TSA updates, archiving of purchase files). 1.2   Perform daily printing, signature request, scanning and auditing of the purchase files. 1.3   Fill up on a monthly basis, the supply part of the monthly logistics report and submit it to the Logistics Supervisor. 1.4   Collect information, upon request of your line manager, in order for him to update the Operational Follow Up under the budget management of Logistics Beirut Department. 1.5    Manage the petty cash and the supplier payment in link with administrative department. 1.6    Supervise and compile the weekly treasury plan for all payments and send the request to Finance Department. 1.7    Open and close the advance at regular bases and collect all documentation in compliance with administrative department in order to proceed. 1.8     Update the TSA for Beirut base (table of follow-up of purchase) on a daily basis. 1.9     In liaison with the other members of the Beirut logistics team, update the Contract Follow-up for Beirut purchases on a monthly basis.   Objective2 : Ensure the management of purchases centralized at Beirut level for national Orders. 2.1     Identify and assess suppliers, collect all the necessary information on them and request quotations. 2.2      Contribute to the Supplier Selection by editing BID analysis. 2.3      Make sure to always consider value for money having in mind quality and sustainability of the goods. 2.4      Contribute in assessing the quality of the purchase in accordance with the technical advisors. 2.5      Check the merchandise purchased for quality and quantity and control the conformity of the goods upon supplier’s   delivery. 2.6      Make sure that packing list and waybill for the items sent to HI bases are issued and properly used. 2.7      Transfer the goods to the applicant making sure reception is validated, both for Beirut and the bases. 2.8      Update the bases on the purchase progress, at each stage, from order to delivery and answer to any enquiries the bases may  have. 2.9      Be the central communication link between the programs and the Beirut Suppliers. 2.10    Suppliers list to be done   Objective3 : Ensure  a good follow up and be the focal point with the suppliers for any Communication and IT related issues/matters 3.1     Be the focal point at country level for Communication (mobile phones) and IT suppliers. 3.2     Liaise with the IT external company whenever you receive requests for IT maintenance at Beirut level. Contact them and coordinate permanently to follow up the ongoing maintenances and interventions.  3.3    In coordination with the Logistics Coordinator, provide small IT solutions for all HI staff (connections, printing problem). 3.4    Ensure the data backup is done for the departments in Beirut each month. 3.5    Update the Communication follow up document at the end of each month and control consumption. 3.6    Ensure the mission contact list is updated and share at country level on regular basis. 3.7    Manage contracts with service providers to ensure continuity of working (internet, phone)   Objective4 : Equipment Maintenance: Ensure the adequate installation, uses, and maintenance, for all equipment’s in Beirut base, in collaboration with the person in charge of the equipment.   RESPONSIBILITIES AND ACTIVITIES OF THE LOGISTICS ASSISTANT DESCRIBED IN THIS JOB DESCRIPTION ARE NOT EXHAUSTIVE AND CAN EVOLVE ACCORDING TO PROJECT NEEDS