Logistics & Procurement Officer

Job Purpose:

The Logistics Officer is responsible for procurement process of relevant base, such as preparing tenders, ITBs, framework agreements and contracts. He/she is also responsible of asset management, stock inventory, fleet management, in addition to preparing monthly reports related to communication, fleet, assets, and procurement. He/She will be the logistics focal point in each base and relevant centers and will manage the warehouse and stock where applicable.

Generic Duties:

Logistics

1. Responsible for procurement procedures (bids, tenders, quotations, appraisals of quality and price) for goods and services as per INTERSOS and donor requirements.
2. Ensure effective and cost efficient procurement planning, by ensuring weekly and monthly needs mapping per project team and grouping purchases where possible and relevant.
3. Negotiate and follow up and maintain good relationships with suppliers.
4. Run market assessments and update suppliers list per base in coordination with Logistics Coordinator and Admin/Finance department.
5. Coordinate with the Projects Managers and concerned recipients on delivery of items within the procurement plan deadline.
6. Conduct bookings and reservations of events and venues, as per established INTERSOS procedures.
7. Ensure regular rent, utilities payments (electricity, water, gas, etc.) and running costs are paid (upon approval of PMs for direct activities related costs and approval of HoB and HoM for support costs) in coordination with  Admin/Finance department.
8. Coordinate with the Finance Department to ensure that payments to vendors are made on-time and without any unnecessary strain on the financial systems
9. Ensure that all necessary documentation and donor filing is updated.
10. Handle vehicle service requests and ensures that the fleet is checked and maintained regularly.
11. Monitor fuel consumption limits and use of vehicle log-book, maintenance log, oil log and other fleet formats and templates. Calculate the personal usage of fuel consumption.
12. Supervise drivers and coordinate their daily work.
13. Follow up on speeding tickets and scratches/accidents to collect the necessary payments in coordination with Admin and Finance.
14. Ensure that vehicles are insured accordingly and report any incident on a monthly basis.
15. Ensure proper documentation of the vehicle lease, insurance, ID, mechanical inspection, etc.
16. Handle vehicles driving permissions (updated) for related staff and ensure that all drivers have on their possession relevant driving documentation such as clean driving licenses.
17. Provide the Logistics Coordinator and Head of Base with weekly action plan related to the weekly objectives achieved and the plan of activity for the upcoming week.
18. Conduct a monthly physical inventory on all IT related assets in the base and centers.
19. Conduct a quarterly physical inventory on assets and furniture in the base and centers.
20. Responsible for  proper maintenance and tracking of assets and office equipments such as AC, Laptops, Printers, etc..
21. Ensure all files and records of Logistics are properly updated and filed.
22. Routinely liaise with administration department, and logistic coordinator.
23. Monitor on weekly bases the requirements for the guest house and maintenance needed and follow up with expats on it.
24. Conduct induction for new staff on Car’s SOPs, and INTERSOS assets usage.
25. Prepare and send the monthly Logistics report to management.
26. Perform any other related task requested by management.

Staff Management:

1. Supervise the Logistics team and follow up on their tasks and duties.
2. Conduct performance appraisals for subordinates.
3. Conduct on job trainings for the team and follow up on their capacity building with management and HR.
4. Participate in staff recruitment and selection process.

Specific Duties:

(Can be adapted to the particularities of the job location and the requirement of the project. This section shall be revised whenever a new employee is hired).

Security:

Act as security focal point for Mount Lebanon area in direct coordination with Head of Base and Liaison Officer to implement and support in the security and safety management.

1. Responsible for staff movement tracking.
2. Ensure proper sharing of information related to general and specific security and safety aspects for the national team via WhatsApp group, SMS and phone call.
3. Provide regular and ad-hoc feedback on safety and security to the head of base.
4. Maintain good and efficient relationships with local and regional security and safety stakeholders (ISF, civil police, municipal police and LAF)
5. Ensuring clear and broad communication of security guidelines, rules, regulations, standard operating procedures (SOPs), etc in coordination with Liaison Officer.
6. Report any identified problem to relevant line management and Liaison Officer.
7. Briefing newly recruited staff on security guidelines, rules, regulations, standard operating procedures (SOPs), etc. in coordination with Liaison Officer.
8. Advising both managers and employees about policies and procedures related to Security Management in coordination with Liaison Officer
9. Provide and follow up on all security related documents related to access to the areas of intervention.

Competencies:  (Knowledge, Skills & Abilities)

Professional Competencies:

• Minimum 3 years of relevant experience.
• Good knowledge of procurement processes.
• Knowledge in car and office equipment maintenance.
• Proficiency in MS office (word, excel..)
• Driving licence issued since more than 1 year.

Behavioural competencies:

• High level of integrity and understanding of procurement ethics.
• High level of planning & organisational skills & able to meet deadlines.
• Analytical thinking & decision making.
• Excellent communication and interpersonal skills.
• Very good negotiation skills.
• Teamwork.
• Driving and achieving results.
• Initiative
• Strategic vision.
• Developing and motivating others.
• Flexibility and adaptability.