Logistics and Security Officer (6-month contract) [Re-advertised]

CONTEXT

Founded in 1994, La Chaîne de l’Espoir (CDE) is an international NGO headquartered in Paris, France. Its mission is to strengthen healthcare systems and provide to everyone, especially children, equal chances and opportunities of survival and development.

CDE is currently active in twenty-seven (27) countries with a global approach, mainly focusing on children, mothers and disadvantaged communities. Find our activities briefly elaborated as follows:

• Prevention and screening from an early age, particularly through school health programs.
• Care and surgery to meet the most urgent needs of children and their mothers.
• Training and transfer of skills to local teams (capacity building) thanks to our international network of experts in all areas of surgery.
• Construction and equipment of hospital facilities adapted to local needs.

CDE has been implementing humanitarian activities in Lebanon since 2005, working through local partners, such as HeartBeat, in order to provide access to medico-surgical care to children suffering from cardiopathies and orthopedics disabilities. Late 2020, CDE eventually opened its mission in Lebanon to respond to growing needs due to the significant deterioration of the situation. Since then, CDE is implementing activities related to the tertiary healthcare, including several aspects such as the strengthening of the healthcare system, early detection of congenital orthopedics disorders, psychosocial support, etc. via direct and indirect (through local partners) implementation.

GENERAL DESCRIPTION

Under the management of the Head of Mission, the Logistics and Security Assistant is responsible for the implementation of all CDE procedures applicable related to logistics, security and safety. S/he is charge of the timely and adequate coordination with all the relevant departments, especially the Program department, to ensure strict compliance with donors and CDE procedures; along with ensuring a safe and secure environment from workspace to project implementation.

MAIN RESPONSIBILITIES

1. Logistics and Procurement

Procurement:

Systematically seek the best quality / price / delivery time ratio for CDE program and local branch.

• With the support of the Head of Mission and Administration, HR & Finance Officer, develop a procurement process for CDE projects and offices
• Ensure a proper planning for all purchases and manage contract (procurement plan)
• Ensure a competitive and transparent process throughout the procurement cycle and undertake the purchase/rental of supplies, material, equipment, services and other items for the office and project in compliance with the rules and regulations of CDE procedures while seeking the required approval as per CDE authorization thresholds
• Manage and record all procurement files (including requests for commitment of expenditures, requests for quotations, quotations, analytical grid with selection decision, purchase orders, contracts, delivery notes, certificates of donations…) as per CDE procedures and good procurement procedure
• Develop and maintain a suppliers’ database

• Maintain a proper filing/archiving system for all procurement documents for CDE office in Lebanon
• Prepare partners’ agreements/contracts in coordination with the Head of Mission (HoM)
• Record and follow-up on all procurement contracts for CDE project and office

Logistics:

• Provide CDE’s programs and activities with expertise and optimization in all relevant logistic aspect: supply chain, transportation, freight management, security etc.
•  Ensure that CDE’s equipment’s are available and in good operational conditions
• Record and update the list/inventory of office equipment and other assets
• Control the stock of materials and office supplies
• Ensure the maintenance of the offices in order to ensure a sound working environment
• Record the reception and mailing of documents, letters, postal parcel
• Organize the reception of international freight, if need be: custom clearance, tax exemption follow-up, final delivery
• Support the operational organization of field trips and CDE programs/activities
• Liaise with other INGO’s logisticians to share information, best practice and data if relevant.

2. Security

• Ensure that appropriate security guidelines are communicated, adhered to, strictly applied by all international and national employees and regularly reviewed with the team.
• Manage CDE premises (office, housing) and vehicle security, and ensures that partners premises security management is compatible with CDE security guidelines
• Contribute to update CDE’s security guidelines in Lebanon according to the evolution of the context
• Provide regular security observation with relevant sources of information
• Take part of relevant coordination groups for ensuring security information collect, share and update
• Send timely and accurate security / incident reports to Head of Mission / Headquarters.

3. Other

• Collaborate on the branch priorities and projects and provide administrative support as required
• Fully adhere to work ethics (fighting against corruption and fraud, promoting child protection, preventing and protecting from sexual exploitation and abuse, etc.)
• Assist in terms of communication and translation
• Ensure confidentiality of data and information related to beneficiaries of the program
• Report any security, ethical or acceptance-related issues to his/her line manager
• Participate actively in team meetings or any other relevant internal and external meetings
• Perform any other additional duties upon instruction given by his/her line manager

Provide support and guidance to the national team and partners in terms of logistics and procurement processes and security matters

TEAM RELATIONSHIP

Line manager:                                   Head of Mission

Technical referent:                          Logistics and Security Referents (HQ)

Line and technical reports:          N/A

Close collaboration with:             Program team, Medical team, HR/Finance, HQ’s technical referents

PROFILE

Academic background

Diploma in Logistics or Business administration or equivalent diploma [required]

Working experience

At least 2 - 3 years of experience in logistics (incl. procurement) [required]

Experience in field security [required]

Experience in IT [required]

Existing networking in the logistics and security fields is a plus

Previous experience in the humanitarian field is a plus

Specific skills

Strong commands of Microsoft office suite (Word, Excel, Outlook, PowerPoint) [required]

Strategic thinking, capacity to analyze and propose solutions [required]

Attention to details [required]

Excellent verbal and writing skills [required]

Patient, flexible and with a sense of diplomacy in operational environment [required]

Strong organizational skills and capacity to prioritize and manage multiple tasks at the time [required]

Sense of teamwork and problem-solving abilities in multicultural contexts [required]

Capacity to travel in CDE projects’ implementation areas of Lebanon [required]

Languages

Fluent in Arabic and French or English (speaking, writing, reading) [required]

Knowledge of a third language (French or English) is a plus

CDE always ensures its team members:

• Are driven to answer beneficiaries’ needs
• Works in line with the humanitarian principles and CDE’s values
• Respects at all-time CDE’s procedures in place
• Have a sense of team work in a multicultural context
• Maintain confidentiality of work