Logistics Assistant

Role and Responsibilities Working as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care, the Logistics Assistant supports many of the logistics activities of the programme. On a day-to-day basis the Logistics Assistant carries out a variety of functions required to ensure the logistical needs of the programme are met and that all logistical activities are delivered efficiently, accurately and on-time. All activities are carried out in line with Medair policies and procedures and according to any applicable donor, HQ or field guidelines.   Project Overview The conflict in Syria has erupted into a full-scale civil war endangering lives in almost every community in the country. Desperate families, caught in the crossfire, are leaving everything behind and fleeing into neighbouring countries. Lebanon, one of these countries, has received a large influx of refugees from Syria. To assist the arriving Syrian refugees, Medair’s team in Lebanon is implementing an emergency shelter project with mapping activities in the Bekaa Valley. Key Activity Areas - Logistics Carry out the day-to-day logistical functions of the programme including, but not limited to: Supporting logistical activities such as procurement, supply chain, stock management, warehousing, transport, facilities, communication and IT (e.g. satellite and mobile phones, HF and VHF radios, laptops, printers, scanners, etc.), maintenance and asset tracking Liaising with the relevant field manager to provide effective logistical support to the projects and the field team. Ensure all activities are carried out in line with Medair guidelines and procedures and according to any donor requirements Carry out frequent and thorough checks on the quality of equipment and supplies, ensuring that items are maintained in a good condition and that Medair is receiving ‘value for money’ on items purchased Work with relevant team members and field management, within the context of the local environment, to ensure the security of the Medair base(s) and of all Medair property and equipment - Administration Meet the logistics related administrative requirements of Medair, donors, local legislation, suppliers, contractors and any other stakeholders, so that the logistical aspects of the programme function efficiently, effectively and with integrity Ensure a clear and transparent paper trail is in place for all logistical transactions (e.g. purchase requests, waybills, stock control, asset tracking, etc.), that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements Contribute, as required, to the accurate and timely reporting of activities e.g. through weekly and monthly reports - Communication Maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements Provide training, advice, mentoring and coaching as required to all relevant staff on logistical procedures, internal controls and the logistical requirements of donors Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships   - Staff Management On occasions work with casual labour (including hiring, co-ordinating workload and payment) to achieve specific, time-bound tasks - Quality Management            Be aware of the potential for loss or fraud in logistical activities and procedures.        Pro-actively work to prevent such occurrences by working with relevant line managers to improve transparency and to ensure the best use of Medair assets and resources. Experience / Competencies  2 years post-qualification professional experience in logistics, preferably in an NGO setting Computer literate with good working knowledge of Microsoft Excel, Word and Outlook  Problem solving ability  Competent with administrative tasks Commitment to best practice Quick learner with practical, precise approach Attention to detail Technical understanding of mechanical and communication equipment  Good numerical and report writing skills Strong character traits-adaptability, flexibility, honesty, integrity