Senior Logistics Officer - Qobayat - FOR NATIONAL CANDIDATES ONLY

The International Rescue Committee responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, IRC offers life-saving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in more than 40 countries and in 22 U.S. cities, IRC restores safety, dignity and hope to millions who are uprooted by conflict or disaster. IRC leads the way from harm to home.

CONTEXTUAL BACKGROUND

The Syria crisis is often described as the worst humanitarian catastrophe since the end of the Cold War. Inside Syria, 7.6 million people are internally displaced and 12.2 million are in need of humanitarian assistance, with 4.8 million in hard-to-reach areas. There are 4 million Syrian refugees in neighboring countries. This is no short-term humanitarian episode. The devastating human consequences to huge numbers of people will endure for decades. The destruction of relationships, communities, livelihoods, homes and infrastructure will take years to repair.

IRC is offering a robust humanitarian response to the Syria crisis. With an annual budget in excess of $140 million and a rapidly expanding portfolio, supported by more than 1,250 staff in the region, IRC is undertaking programs in Syria and the neighboring countries of Turkey, Iraq, Lebanon and Jordan in the fields of health, child protection, education, women’s protection and empowerment, NFI and food distribution, cash assistance, water and sanitation, and livelihood programming. Our work in these challenging settings gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, security, funding and coordination.

Job Overview/Summary: To manage all logistics related matters including fleet, Inventory, Distribution, Assets, Premises, facilities and other logistics activities  in-line with IRC  strategies, procedures, processes and Manuals and along with insuring  a high quality service provision that meets all the requirements at all levels (Safety and Security, Environment, Program activities, Operations and other related requirements).

Major Responsibilities:

This role is primarily focused upon managing all logistics related matters including fleet, Inventory, Distribution, Assets, Premises, facilities and other logistics activities on behalf of IRC. The role will work closely with the Senior Logistics Manager, Field coordinator, Fleet unit, Procurement department and logistics unit to provide all the support needed to meet all the requirements.  In addition to that, the senior logistics officer should work closely with the programs to fulfill their logistics requirements along with setting strategies and guidelines for all logistics activities within Akkar governorate.

The current main challenge faced within this role is in ensuring fleet management activity is in compliance with IRC procedures, regulations and standards.

Major Duties and Responsibilities:

• Responsible to understand, implement and maintain standard IRC inventory management policies and procedures.
• Assist the Field Logistics Assistant in managing and documenting the receipt, handling, storage, release and reporting of goods through the IRC warehouse.
• Assist the Field Logistics Assistant in maintaining the Warehouse Register recording all outgoing and incoming receipts and activities.
• Assist the Field Logistics Assistant in checking quality, quantity and condition of goods delivered to warehouse, producing relevant Goods Delivery Report.
• Assist the Field Logistics Assistant in managing dispatch and transportation of program supplies from warehouse to field sites based on appropriately authorized store releases producing relevant accompanying documentation (waybills), when required
• Assist the Field Logistics Assistant in implementing and ensuring clear loading / unloading procedures, correct stacking and turnover (FIFO or FEFO) procedures.
• Advise the Field Coordinator and Sr. Logistics Manager of potential inventory shortages
• Assist the Field Logistics Assistant in keeping an accurate and up-to-date record of the store contents in stock cards and prepare monthly inventory reports.
• Carry out spot checks and physical inventory count on monthly basis per IRC rules and regulations
• Assist the Field Logistics Assistant in managing team and casual laborers in the warehouse.
• Implement and ensure clear safety and security procedures with the support of the North Safety & Security Officer
• Ensure the maintenance of warehouse building, fittings and equipment.
• Advise the Field Coordinator and Sr. Logistics Manager of warehouse-specific issues or improvements
• Any other duties or tasked delegated by the Field Coordinator and Sr. Logistics Manager

Assets Management and Tracking:

• Responsible to understand, implement and maintain standard IRC asset management policies and procedures.
• Maintain and update Asset Register, including details of asset transfer, asset repairs, asset disposals, breakdowns and purchase of new assets creating files for them
• Ensure all assets are tagged and relevant forms are signed before issued to staff members
• Ensure all office and guesthouse furniture and inventory are accounted for and have inventory numbers
• Compile monthly asset reports and submit to Field Coordinator and Sr. Logistics Manager
• Advise on and manage assets and furniture disposal, when needed
• Perform monthly asset spot checks, report if any assets/inventory are broken, lost or stolen on the Inventory Loss/Theft/Damage report.
• Responsible to perform a quarterly physical asset check with the Field Logistics Assistant, print updated asset register, sign and file.
• Any other duties or tasked delegated by the Field Coordinator and Sr. Logistics Manager

Fleet Management:

• Supervise the dispatcher in Qobayat and Logistics Officer in Deir Dalloum and ensure an equitable allocation of vehicles and drivers in the region
• Responsible for implementation, revision and adaptation of IRC Lebanon standard vehicle policies and procedures in Qobayat field office and Deir Dalloum Center.
• Work with the Country Office Sr. Logistics Manager to design and implement a suitably staffed and equipped transport function to support the IRC’s vehicle operations and policies
• Implement and direct IRC standard vehicle policies and procedures, with particular attention to safety and security issues in collaboration with the North Safety & Security Officer
• Ensure vehicle inspections for safe working order is done on routine basis.
• Ensure sufficient number of vehicles.
• Ensure tracking system for fuel consumption for vehicles and generators is in place.

Facilities Management:

• Lead on identifying and setting up additional office, storage and residential space required by programs and administration departments; facilitate allocation of office and residential space based on requirements.
• Accountable for proper tracking of leased facilities and review of lease tracking sheet on monthly basis to ensure availability of up-to-date and accurate information; regularly share lease tracking sheet with other relevant departments.

Staff Management, Training and Development:

• Lead and manage the Field Logistics Officer, Dispatcher and Logistics Assistant in the Qobayat field office and Deir Dalloum ERD center; ensure adequate Logistics staffing and structure for Akkar field in close coordination with the Field and Supply chain Coordinators and Sr. Logistics Manager.
• Support recruitment processes by developing Job Descriptions and participating in technical interviews to identify qualified staff for required SC functions in Qobayat field office.
• Communicate clear expectations, set performance objectives, provide regular and timely performance feedback and perform documented semi-annual performance reviews.
• Coach and mentor staff with the aim of strengthening their technical capacity, adhering to IRC policies, procedures and regulations specific to supply chain and exchanging knowledge within the team and providing professional development guidance with support from the Field Coordinator and Sr. Logistics Manager.
• Promote and monitor staff care and well-being; approve monthly timesheets, approve and manage travel and leave requests to ensure adequate coverage.
• Adapt orientation package and ensure that new staff members Akkar based are appropriately orientated on Logistics support in a timely manner.

Documentation and Reporting

• Follow up with relevant units, internal or external on, inventory and transportation documents and ensure all records are complete and accessible.
• Ensure timely and accurate update of Inventory Report for all Qobayat warehouse; ensure production of timely and accurate monthly vehicle and generator reports.
• Analyze all reports in order to identify any abnormalities in terms of staff workload, inventory levels, usage of vehicles etc.
• Provide timely and accurate input for Supply Chain Monthly Reports to Sr. Logistics Manager.

Personal Characteristics:

• Strong sense of personal integrity.
• Attention to detail.
• Strong supervisory skills.
• Ability to multi-task.
• Team spirit and problem solving abilities.
• Interpersonal skills
• Excellent communications skills including report writing
• Ability to work under pressure
• Flexible in all sorts of cooperation and under all conditions
• Believe in group work
• Full knowledge of Akkar governorate sites, roads, locations and citizens context

Key Working Relationships:

• Position Reports to:  Akkar Field Coordinator
• Dotted-Line to: Sr. Logistics Manager
  Position directly supervises: 1 Logistics Officer -  1 Field Logistics Assistant – 1 Dispatcher
• Other Internal and/or external contacts:
  • Internal: Akkar based SC, operations and all program sector leads
  • External:  Develop and maintain personal links and effective relationships with NGOs, INGOs, Partners & Key stake holders in supply chain, counterpart’s local supply chain teams, and relevant government Authorities.

Job Requirements:

• Relevant university degree or technical diplomas  
• At least 3 years relevant field experience in logistics management, preferably with humanitarian or development organizations
• Experience of working in managerial role.
• Ability to write narrative and produce analytical spread sheet reports.
• Proven computer literacy in MS Word, MS Excel MS Outlook and related programs required.
• Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously.
• Ability to work under pressure and to meet deadlines.
• Ability to work in a cross-functional environment
• Spoken and written fluency in English and Arabic essential.
• Willingness to put in extra hours as required.
• Able to work independently within a team environment
• Ability to pay support visits on the field in isolated areas.

• Demonstrate leadership and integrity.

• Valid national driving license

Returning National Candidates:  We strongly encourage national or returning national candidates to apply for this position. If you are a national of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Syria Response Region has introduced an attractive remuneration package. The package includes competitive compensation,   return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.

Working Environment:  The position will be based in  Akkar with frequent travel to Field Sites  and Beirut Main office.