Logistics Assistant / It - Beirut (Re-Advertised)

GLOBAL OBJECTIVE OF THE POSITION Based in Beirut, you will organize and ensure a professional logistical support of the Base and check the follow up of all HI procedure (Procurement, Stock management, general logistics) with the rest of the staff. You will focus on the operational aspects of the tasks described below. HIERARCHICAL RELATIONSHIPS Line manager: Logistics officer – Beirut base. Line manager+1: Logistic Coordinator. RESPONSIBILITIES AND TASKS DESCRIPTION 1. Logistics tasks • Global management of Beirut office in term of purchase, stock management and general Logistics management. • Daily Application the processes (purchases, stock management, IT, TSA, TSE, filing and administration…). • Guarantee a smooth coordination and communication with the assistant logistician and line manager. 2. Purchase management, in collaboration with the operational logistics assistant and under the supervision of the Line manager. • Purchase items needed by the program and to respect Handicap International procurement procedures. • Identify suppliers, and collect quotations if requested by Line Manager. • Ensure all the needed information is recognized on the quotations. • Ensure the quality of the purchase and the delivery deadlines. • Give all necessary information on suppliers and items, if requested by Line Manager. • Ensure the collected documents are compliant with HI procedures: supplier stamp, signature...etc. • Daily update of TSA (table of purchases for Beirut base). • Make sure to always consider value for money having in mind quality and sustainability of the goods. • Check the merchandise purchased for quality and quantity, control the conformity of the goods upon suppliers delivery and request technical validation by Program manager if any doubts. • Make sure that packing list and waybill for the items sent to HI projects are issued and properly used. • Transfer the goods to the applicant making sure reception is validated. • Weekly update of TSE (table of equipment, for Beirut base), if requested by line manager. • Report any difficulty/issue with supplier to line manager. 3. Stocks management (physical management) • Ensure the respect of HI stock management procedure • Ensure a good level of stock for logistics related items • In charge of the transit stock management • Ensure the reception of the local freight at office, check and classify all delivery notes • Ensure the storage management procedures are respected : Stock items request, stock cards, Delivery Notes • Crosscheck regularly the data between deliveries from warehouse and programs data (donation certificates) in collaboration with logistics assistant. • Ensure the follow up of the equipment used on the mission (identification, inventory, affectation, equipment files) through a weekly update if requested by line manager. 4. Reporting, Auditing and Administration • Daily printing, scanning and auditing of files. • Provide the line manager a weekly activity report and forecast (Procurement, Stock, TSA, TSE and IT) when requested. 5. Security • Keep aware of the security situation in the area of activity of the mission and the region in which it is located and transmits this information to his hierarchic superiors. • Report any incident inside or outside the base to his line manager • Inform Line manager of any information that may affect security of staff. • Immediate feedback in case of incident in and around our working area to the line Manager. 6. Premises management and IT activities • Ensure the maintenance of all equipments of the office and accommodations (IT, maintenance of Laptops/computers/printers) if needed. Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.