Logistics and Safety Officer

The position holder will be a key member of IOCC Lebanon’s Admin team, reporting directly to the Support Services Manager, with security and safety matters reporting to the Country Representative (CR) and HQ Safety and Security Manager.

Responsibilities and Essential Functions

1. Security/ Safety Management (50%)

• Develop and regularly review IOCC Security and Safety Management Plans and Standard Operating Procedures (SOP) for Lebanon, including hibernation, relocation and evacuation procedures, ensuring that they conform to both IOCC’s safety standards and donor requirements.
• Regularly liaise with INGOs, UN bodies, security forums, local authorities, and other relevant sources, contacts and partners on matters related to safety and security.
• Create and maintain all necessary tools (e.g: WhatsApp and/or email groups; safety phone trees, etc) to disseminate timely safety and security information to staff, as needed.
• Continuously assess safety and security dynamics in IOCC Lebanon’s field of operations; inform the CR of any sudden developments potentially impacting IOCC’s operations.
• Conduct regular safety and security field office assessments, make analyses, suggest recommendations and implement improvements as necessary.
• Provide ongoing advice and guidance to the CR regarding all Security/Safety aspects that should be considered for any existing or new operational planning.
• Ensure implementation of IOCC Security and Safety Policies and Procedures across all field offices.
• Develop and conduct an orientation briefing for new staff and visitors relating to security and safety matters.
• Provide weekly updates and briefs, and analyses where necessary, to the CR, Lebanon’s Senior Management Team (SMT), and IOCC’s HQ.
• Produce safety and security risk matrices, as relevant for every IOCC program in Lebanon.
• Advise, accompany and escort official visitors to the country as needed.
• Create and maintain travel procedures that ensure the security of staff, including a staff locator.
• Collect and record all incidents directly affecting IOCC, as well as near-miss incidents involving other INGOs where IOCC could have been impacted.
• Complete the Incident Report and submit it to CR and HQ.

2. Procurement and Logistics (50%)

• Purchase project needs as per the requirements of program staff.
• Monitor production timelines & tracked progress with vendors & project coordinators, ensuring due dates are met.
• Coordinate with all departments to finalize ordering, delivery, and invoice of purchased items.
• Maintain a record of all procurement, bidding, quotations, results, and analysis.
• Identify, research, and evaluate current and new vendors for quality and pricing.
• Contact and negotiate with suppliers where necessary.
• Follow up and implement all purchases according to IOCC Lebanon procurement guidelines and standards.
• Assist and support local program staff to identify suppliers and to ensure that supplies and goods are obtained at the best possible prices.
• Prepare the bidding documents/conditions.
• Ensure price surveys for any potential future projects supplies, training venues …
• Follow up with contracted suppliers / vendors / contractors on deliverables.
• Prepare audit documentation and facilitate inquiries of auditors.

Qualifications

1. Knowledge and Skills

• Good technical competencies in security and safety management and experience in  NGO security management frameworks.
• Experience in delivering participatory training on security and safety topics.
• Familiarity with humanitarian operations, complemented by relevant experience in complex emergencies.
• Sensitivity to cultural differences and the ability to adapt to different contexts.
• Extensive and current connections at the senior level within the military, police, UNDSS etc.
• Strong knowledge of supply chain, warehousing and stock control, transport and distributions, or school feeding modalities.  
• Ability to analyze contexts, focusing on the big picture while maintaining control and awareness of all its components.
• Ability to work independently under minimum supervision. Comfortable working in tense situations and under pressure.
• Ability to effectively communicate with multi-level personnel as well as supplies and services providers and their representatives.
• Fluency in written and spoken English and Arabic.
• Good computer skills, with good knowledge of Microsoft Office applications and PowerPoint.
• Ability to work in and contribute to team building environment.

2. Competencies:

• Good communication and interpersonal skills.
• Ability to work in a cross-cultural environment and under pressure to meet deadlines.
• Good organizational and time management skills.
• Strong problem-solving and decision-making skills, with the ability to analyze problems, evaluate options, and focus on results.
• Proven experience in security and safety management and success working in a diverse, fast-paced environment.
• Strong Ability and willingness to train country staff counterparts; proven training leadership required.
• Strong writing, reporting, and situational analysis skills

C. Experience:

• At least 2 years of work experience in logistics, procurement, support services, or operations management, combined with experience in security and safety management, preferably in the humanitarian sector.
• Previous experience in the NGO and humanitarian sectors is an asset.

Working Conditions

Stationed in IOCC office, with possible in-country trips to various Lebanese regions