Logistics Officer

RESPONSIBILITIES Under the line management of the Senior Logistics Officer, the Logistics Officer 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. -Holding responsible for the Equipment follow up/TSE file. -Ensuring a good follow up and be the focal point with the suppliers for any Communication (mobile phones) and IT related issues/matters. Objective 1:  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 Log Facilities, 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 Senior Logistics Officer. 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.   Objective 2:  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.   Objective 3: 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. Objective 4: Equipment Management   Ensure the adequate installation, use, maintenance and condition of equipment; Ensure the administrative management of equipment’s (EMC continuous update); Manage contracts with service providers to ensure continuity of working (internet, phone); Ensure equipment are in line with teams’ needs and anticipate orders when a new equipment or furniture are needed; Ensure the Equipment file is well organized and complete; Make sure all the equipment have an identification code; Ensure the physical inventory is done of all equipment of your base in monthly basis;   RESPONSIBILITIES AND ACTIVITIES OF LOGISTICS OFFICER DESCRIBED IN THIS JOB. DESCRIPTION ARE NOT EXHAUSTIVE AND CAN EVOLVE ACCORDING TO PROJECT NEEDS.   QUALIFICATION/ REQUIREMENTS   -               Bachelor Degree in Business Administration, Logistics -               Experience 2-3 years in similar field -               NGO experience is an asset -               Organizational Skills                             -               Strong communication Skills -               Punctual and hard worker skills