Logistics Coordinator

Main responsibilities:

• Responsible for the efficient operation of the supply chain & procurement within the country
• To provide technical, mechanical, electrical, and logistical support to all MdM activities
• To give technical advice and support to the project
• To manage the logistics supervisor in Beirut
• As the security focal point, works on security management along with the General Coordinator
• Designing, supervising and monitoring costs of any new construction, rehabilitation or maintenance to buildings and structures within project sites. Ensure workmanship is of high quality.

                     Main responsibilities and activities of the logistic coordinator can change accordingly the organization of the work and to the composition of the team                    

1. Logistic Coordination

• Define/adapt and implement the logistic tools required to achieve the general objectives, in close collaboration with the General Coordinator and Administrative Coordinator.
• Assist fields on schedule all logistics activities needed, in order to reach projects objectives
• Act as the focal point for queries between departmental managers and the logistics department.
• Provide input on logistics matters to the General Coordinator and Programs Coordinators for proposal and report writing
• Ensures the good filling and follow-up of all the logistics tools for a good capitalization at mission level (Park state, purchase follow-up, donation follow-up…)
• Develop a tool to facilitate the information sharing between mission Level and the regional and/or HQ logistic referent.
• Participate to MDM coordination meetings.
• Consolidate logistics reporting (assets, fleet, premises …) and prepare monthly logistic report
• Responsible for all communication related to logistic issues with the Regional and/or logistic referent

1. Program activities

• Perform the role of technical adviser and take final responsibility for all logistical tasks of the Mission.
• Responsible for the appropriate selection (in collaboration with the Regional/HQ logistic Referent), installation, use and maintenance of equipment across the following technical disciplines: Information Technology, Communications, Mechanics, Energy & Electricity, Cold Chain etc.
• Develop and maintain good network of contacts to facilitate emergency responses (customs, suppliers, other NGOs, etc.) and provide logistics support to any emergency responses as per needed
• Take part to any assessment as per required

1. Supply and procurement

•  Develop, in collaboration with the rest of the Coordination Team, a coherent procurement strategy that takes into consideration MdM’s Procurement Policy, donor requirements, project duration and needs, lead time and delivery constraints

• Ensure the overall supply chain management for the response in country (international & local purchases)
• In coordination with the Gen Co and the Admin Coordinator, be in charge of the implementation, follow up and respect of MdM Logistics procedures (purchase, communication, stock management, fleet management, park status)
• Support the Log Supervisor on important supply files (Procurement Plan, Drugs, Framework contracts…)
• Ensure that the filing system to record and archive all procurements is properly used
• Ensure an efficient, transparent and cost-savings purchase system in accordance with the program’s needs and the MdM and donors’ procedures (vehicle, lease, supply, etc…) and ensure active monitoring of the purchasing process including overseeing local customs clearance of imports, until delivery of the goods and the official handover of items against signature of receipt
• Oversee the set up and maintenance of a preferred supplier database, and conduct regular evaluation of existing suppliers.
• Validates the invoices from suppliers and transfer the file for payment after checking the reception process and the prices

1. Fleet, stock, Facilities and asset management, ITC

• Final responsible for the transport of staff and goods according to the needs of the Program (efficiency in transport, analysis of consumption…)
• Oversee the overall stock management process and make sure it meets the MdM standards procedures.
• Conduct full fixed asset verification on a trimestral basis and update the fixed asset register for any discrepancies.
• Overview the IT and Communication management, according the MdM internal Policies.

1. Security

• In close coordination with the General Coordinator ensures a proper information flow on security matters.
• He is the focal point in the security information flow and security decision flow. 
• Represent MdM in external security meeting when requested by the GenCo
• Liaise with authorities, humanitarian actors (UN agencies, NGOs) and other external actors in order to gain and exchange security information.
• Ensure the contact list is up to date and communicated to the other department.
• Ensure that all the staff is aware of the communication rules, and respect them.
• Ensure security briefing for new staff and visitor and necessary minimum equipment (phone, constant companion, cash sealed envelope)
• Share with relevant colleagues his weekly report on MdM format and produce monthly security reports, including incident map and chart, and analysis based on MdM validated tools.
• He is the decision maker in terms of security matters in the absence of the general coordinator
• Participate in development, review, implementation and monitoring of MdM’s security measures in-country
• Monitor the security context and any deterioration in this that could affect operations and provide guidance to teams/sites as required
• Define, implement and supervise the logistics aspects of the security pack
• Participate in updating the security pack of the mission
• Ensure the feasibility of the contingency plan (resources, means, assessment of the roads and spaces, etc.)
• Is part of the crisis management team together with the General Coordinator

1. Human resources / Management

• Responsible for the line management of specified logistics staff in accordance with HR policies and procedures, including recruitment and performance management
• Facilitate the communication within the logistics component of the team and between the different members of the team on logistics issues
• Responsible for the capacity building and training of all logistics staff to improve efficiency, awareness of, and compliance with, logistics systems and procedures
• Brief and debrief staff on logistical and technical aspects of the Mission
• Plan annual leave for departmental staff to ensure there is sufficient logistical resource available at all times.
• Carry out performance appraisals for all staff managed every year and ensure that this staffs appraise their direct reports to the same timescale.

Organize regular meetings with his team, in order to share all information and problems, finding solutions where necessary