Supply Assistant

Reporting to: Logistic Manager NGO PRESENTATION   Handicap International is an independent and impartial international aid organisation 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 organisation 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.   Through its Emergency Response Department (ERD), created in 2006 after the merge with Atlas Logistique, the organization is committed to: Provide an adequate response to major natural disaster and conflict situations, anywhere in the world as much as possible within 72 hours; Provide assistance to vulnerable groups (refugees, IDPs, persons with injuries, elders, children, etc.) affected by a crisis and maximize the number of beneficiaries. Within vulnerable groups, target especially PwD and meet their specific needs; Constantly monitor chronic crises and/or conflicts to ensure preparedness for and rapid response to eventual emerging needs.   HI has been present in theMiddle Eastsince 1987 through its Development Department. HI started from early April 2012 a new project at the regional level aiming at the recognition and respect of the rights of PwD by the authorities and institutions, through the reinforcement of the Disabled People’s Organisations (DPO) and the disability movement at large. In Lebanon, in addition to the regional project, HI has been implemented a project aiming at improving the access to mental health rehabilitation services for the children with psychological distress living in the Palestinian camps.At last, in 2010, HI established the only humanitarian demining capacity in northern Lebanon (Batroun Region) Action Center (LMAC) in achieving its goal of making Lebanon mine impact free by 2020.    MISSION CONTEXT   Following the yearlong crisis in theSyrianArabRepublic, that has caused the displacement of civilians inTurkey,LebanonandJordan, Handicap International is implementing projects inLebanonandJordan, aiming at mitigating the impact of the crisis on the Syrian refugees and the host communities. InLebanonas well as inJordan, Handicap International aims to improve the access to emergency rehabilitation cares for the Syrian refugees at hospital and community level and to improve the coverage of the specific needs of the most vulnerable people affected by the crisis at the community level. InLebanon, the targeted areas are the northernBekaaValleyandTripoli, whereas inJordan, the targeted area is the northern region closed to the boarder.   THE JOB   Based in Zahle, under the responsibility of the Logistic Manager, he/she will be in charge of:   Ensure and develop an efficient logistical support and operational framework: Procurement management, Stock management, equipment follow up   Ensure the respect of all HI procedures (Procurement, Stock management, equipment,) with the staff under his/her responsibility; Ensure a smooth coordination within the logistic team (purchaser, storekeeper); Ensure the logistician monthly report to his line manager (TSA, TSE, Stock Reports)   You will focus on the managerial and decisional aspects of the tasks described below.     RESPONSIBILITIES AND TASKS DESCRIPTION   1.    Logistic tasks   ·Ensure the respect of HI Logistics procedure and documents in term of purchase, equipment and stock management. ·Global management of the logistic in Zahle in term of purchase, equipment and stock management ·Ensure a smooth coordination and communication with the Purchaser, the storekeeper and the logistic manager. ·Provide logistics support and advice to Program staff on Purchase issues and improve the processes if needed. (Purchases, stock management, purchase follow-up…), 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 the team under his supervision. (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 the team under his supervision 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 its team. respects 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 ·Supervise that the storage conditions of the items are correct (on pallets/shelves, sorting by items…). ·Ensure the respect of HI stock management procedures and documents (Delivery notes, waybills, packing lists...) ·Supervise the 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.    Training / reporting   ·Train the team under his supervision. ·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.     THE CANDIDATE’S REQUIREMENTS (include various soft skills & language skills) -Arabic, speaking and writing -English, speaking and writing -French language is a plus -Be rigorous, calm and polite -Be a good and polite negotiator -Good networking capacities. -Knowledge in computers (Excel required, Microsoft Office) -The ability to integrate completely in the heart of a multi-disciplinary team.