Supply Officer

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 (HAD) Development Division MISSION CONTEXT The Humanitarian Action Division in Lebanon started in April 2012.  The provision of support to health structure is provided directly by Handicap International physiotherapist and technical advisor. The identification, assessment of the needs, referral and direct provision of services is done through 4 outreach teams (composed of one social worker as case manager and one physiotherapist supported by 2 psychosocial teams (psychologists and/or psychosocial workers) and trough 4 fixed points in the communities (in community centers to allow more efficiency reducing the time to reach the beneficiaries). The current phase will be focusing on the transfer of HI activities to local partners and on the development of the inclusion component. GLOBAL OBJECTIVE OF THE POSITION Under the line management of Logistics Manager the Supply Officer is responsible for: Ensure and develop an efficient logistical support and operational framework: Procurement management, Stock management Ensure the respect of all HI procedures (Procurement, Stock management) with the staff under his/her responsibility; Ensure a smooth coordination within the logistic team (Logistics Assistant); Ensure the logistician monthly report to his line manager (Stock Reports, etc…) WORK RELATIONSHIPS Line manager: Logistic Manager Line manager+1: Field Coordinator In direct cooperation with: The Project Officer, The Facility Officer, the Admin team. Supervising: Logistics Assistant RESPONSIBILITIES & OBJECTIVES Objective 1: Global supply tasks - Ensure the respect of HI Logistics procedure and documents in term of purchase and stock management. - Global management of the logistic in Zahle in term of purchase and stock management - Ensure a smooth coordination and communication between the Logistics assistant and the other logistics team. - 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. Objective 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 organizational chart and job descriptions (responsibility definition, etc…); Objective 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. - 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 - Ensure that all admin rules are well applied - Clear the advance taken from the administration every week based on the purchase documents; - Ensure that the supplier list is well managed and updated. - Propose whenever you think it is needed to your Line-Manager relevant adaptation to the purchase management. - Update in real time the follow up purchase file (TSA); - Ensure a proper filing/archiving of all the Logistics Files; Objective 4: 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 that the buffer stocks in Aarsal and Baalback and any other buffer stocks are always filled and well managed. - Propose whenever you think it is needed to your Line-Manager relevant adaptation to the stock management. Objective 5: Inflow Supervision - Ensure that Inflow is updated and matched with the physical stock. - Train if needed the Logistics Assistant on Inflow. - Ensure that all the items in the Bekaa warehouse are barcoded. - Create the Barcode for all the new items. - Be the focal of Inflow for Bekaa Base. - Propose whenever you think it is needed to your Line Manager relevant adaptation of Inflow. Objective 6: Training / reporting - Train the team under your supervision. - Provide the line manager a weekly activity report and forecast (Procurement, Stock, Assets) if requested. - Prepare the Cash Request to the Admin Department in a weekly basis. - Provide the line manager a Monthly activity report (Narrative Logistics Report, Stock Report...). - Immediate feedback in case of incident in and around our working area to the line Manager.  ******** This list is not exhaustive, any other task may be added ******** QUALIFICATION/ REQUIREMENTS Background: - Bachelor Degree in Business or any related fields - Relative Experience in relative field (4 years) - Experience in NGO Languages: Arabic and English mandatory, French is an asset Computer skills: good in computer skills Personal qualities & soft skills - Good communication Skills - Flexible - Ability to multitask and deal with stressful work situations. - Good interpersonal skills JOB CONDITIONS Remuneration: according to HI salary grid Starting date: July 1st, 2016. Duration/ Type of contract: Fixed term contract till April 2017 (renewable according to performance).    Social insurance: Medical Insurance with Fidelity + HI registers all employees to the National Social Security Fund