Logistics Officer Beirut

GLOBAL OBJECTIVE OF THE POSITION Based in BEIRUT, under the responsibility of the Logistic Coordinator, he/she will be in charge of: • Ensure and develop an efficient logistical support and operational framework: Procurement management, Stock management, equipment follow up and supervision, base management etc; • Ensure the respect of all HI procedures (Procurement, Stock management, equipment, general logistics) with the staff under his/her responsibility; • Ensure a smooth coordination of the logistic team of Beirut; • Ensure a smooth coordination within the other departments (Finance, Human resources, programs…) • Ensure a smooth coordination with the bases of Tripoli and Zahle in term of supply, fleet management • Ensure the logistician monthly report to his line manager You will focus on the managerial and decisional aspects of the tasks described below. HIERARCHICAL RELATIONSHIPS Line manager: Logistic Coordinator Line manager+1: Head of Mission Supervision: • Logistician Assistants in Beirut   RESPONSIBILITIES AND TASKS DESCRIPTION 1. Logistic tasks • Ensure the respect of HI Logistics procedure and documents. • Global management of the logistic in Beirut in term of purchase, stock management and general Logistics management. • Daily management of the office of Beirut • Ensure a smooth coordination and communication with the logistician assistants. • Provide logistics support and advice to Program staff to ensure a smooth program implementation. Improve if needed the processes (purchases, stock management, movement, planning…), and ensure their application. 2. Team management • Ensure the respect of HI Human resources procedures and documents. • 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; • Be concerned and aware on the personal and professional evolution of each member of your staff, and its development within the mission; • Ensure conflict resolution (personal and professional) within your team and inform your line manager • Propose whenever you think it is needed to your Line-Manager relevant adaptation of the organisational chart and job descriptions (responsibility definition, etc.); 3. Purchase management • Ensure the respect of HI purchase management procedures and documents. • 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) • Each end of month send the Logistic Pack containing TSA updated • Make sure the Purchaser/Logistician Assistant respect Handicap International procurement procedures • 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... • 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 4. Equipment management • Ensure the respect of HI stock management procedures and documents • Make sure the follow up of the equipments is good and completely filled (TSE) • Make sure all the equipments have an identification code • Each end of month, send the Logistic pack containing TSE updated • Once a month, make a physic inventory of all equipments of your base   5. Stocks management (transit stocks) • Ensure the respect of HI stock management procedures and documents (Delivery notes, waybills, packing lists...) • Supervise the transit stock management and control system • Ensure the storage management procedures are respected : Stock items request, stock cards, Delivery Notes • Ensure the security and the follow up of the equipment used on the mission (identification, inventory, affectation, equipment files) 6. Fleet concerns • Ensure the respect of HI Fleet management procedures and documentations (Log books, GPS tracking system, Responsibility discharges...) • Ensure, in a close relation with the Logistic assistant, the inter + base team movement plan • Ensure and provide, in a close relation with the Logistic assistant, that all the emergency operations vehicles have their security equipments (triangle, fluorescent life-jacket, first aid kits, fire extinguishers...) • Define, in a close relation with the Logistic assistant, the more relevant means of transport for goods delivery and process the administrative formalities related to (by road, by plane, by boat, etc.). • 7. Training / reporting • Train the staff under your management. • Provide the line manager a weekly activity report and forecast (Procurement, Stock, Assets) if requested. • Provide the line manager a Monthly activity report (Narrative Logistics Report, Fuel report, Stock Report...). • Immediate feedback in case of incident in and around our working area to the line Manager. 8. Premises management • Ensure the good statement and maintenance of offices and accommodations. • Ensure the supply of Gaz, drinkable water and other welfare items in the office 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 Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.