Logistics Officer- Beirut

RESPONSIBILITIES:

Supply Chain Management and Logistics for Beirut emergency response

• Liaise with the relevant field manager to provide effective and timely logistical support to the projects and the field teams on a day-to-day basis
• Network with Beirut contractors and suppliers to create Beirut supplier database
• Responsible for all LPs, tenders, and procurement related to Beirut programming
• Responsible for warehousing and stock management if applicable
• On occasions work with casual labour (including hiring and coordinating workload and payment) to achieve specific, time-bound tasks

Safety and Security

• Being the first contact point (particularly for non-Arabic speakers) for security in Beirut
• Being the first contact point in the case of a car accident or any other urgent security issue in Beirut/Mt. Lebanon
• Liaising with other security actors (i.e. NGOs or government) in Beirut for security coordination and improved management as appropriate and under the authority of the Security Manager
• Maintaining good relationships with neighbors at the Beirut office, ensuring they know us and we know them
• Managing regularly scheduled checks of base safety and security measure (e.g. smoke alarms, first aid kits, hibernation kits, crisis management kits) and referring procurement needs to Zahle logistics
• Surveying office perimeter for hazards (e.g. poor lighting, walkway obstructions, exposed wires) on a monthly basis.
• Implementation of robust systems to ensure the physical security of the base(s) and to prevent the theft of Medair assets and equipment and the fraudulent use of Medair resources

General Logistics

• Invigilate Beirut driving tests for Beirut-based staff
• Pick up visitors or IRS from the airport if unable to take a taxi
• Manage the Allo taxi user pins
• Manage the cleaner in Beirut or any casuals for the program teams reporting to the Beirut office including arranging for payments
• Deliver documents or cheques to suppliers, donors, or Medair’s lawyer

Beirut Facility Oversight

• Generate Logistic Packs and Payment Distribution Forms for all Beirut-based suppliers
• Procure drinking water, office and cleaning supplies
• Ensure everything is in working order: replace light bulbs, fix appliances, etc
• Hold the relationship with the Beirut landlord

Beirut Equipment management

• Procurement of IT items (laptops, internet system, phones), making sure Medair is receiving ‘value for money’ on items purchased
• Maintaining the Beirut-based vehicles (fixing tires, removing the GPS whenever replacing cars, keeping logo stickers fresh, overseeing each vehicle’s logbook and sending to Zahle logistics monthly)
• Overseeing the Personal Equipment Lists of Beirut-based staff
• Ensuring the maintenance and good condition of IT equipment, carrying out frequent and thorough checks
• Liaising with Zahle Logistics to have phones, SIMs, and emergency contact cards ready for any visitors or new IRS having first contact with the Beirut office (not travelling directly to Zahle)
• Manage and maintain the rental vehicles located in Beirut in coordination with the Zahle Logistics Officer in charge of equipment, including the monthly coordination of logbooks and fuel receipts, helping with maintenance done by the supplier or fixing flat tires, and helping deliver/receive vehicles being added or returned to /from the supplier

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 program 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

Quality Management

• Work within Medair’s operating policies, procedures, and software systems, ensuring the useof standardized formats
• 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

Delegated Responsibilities

• Compliance of logistical activities with Medair, donor, national and international requirements
• Filing and archiving of all logistics documents in accordance with Medair and donor guidelines

Other tasks as assigned.

PERSON SPECIFICATION:

• Professional / vocational / technical qualification in logistics
• Minimum 3 years of related experience in logistics, preferably in NGO sector.
• Good understanding of Beirut markets and context.
• Arabic and English (spoken and written)
• Computer literate with good working knowledge of Microsoft Excel, Word and Outlook
• Enjoys a challenge and works hard to achieve objectives
• Solution-oriented approach
• Team-player with good inter-personal skills, servant style leadership Encouraging, supportive, optimistic
• Capacity to work under pressure and manage personal stress levels
• Creative, open-minded, flexible, self-learner
• Can prioritise work to meet deadlines
• Problem solving abilitiy
• Competent with administrative tasks
• Commitment to best practice 
• Quick learner with practical, percise approach 
• Attention to detail 
• Able to make decisions within a consultative and supportive framework 
• Respectful, accountable, honest
• Abse to oversee multiple tasks, prioritising and delegating as required
• Strong leadership skills
• Consultative management style 
• Able to build trust and enforce procedures
• Strong organisational and time management skills
• Coaching and training skills