Senior Logistics Officer

Job Description   Promote adherence of NPA guidelines and develop local systems for internal control Responsible for implementing of and continuous capacity building on NPA logistic management systems in the programmes Operational support, supervision and training of international and local staff primarily and local development partners secondarily in general logistic management, procurement and attached regulations Provide logistical competence, necessary report details and assist operations and programmes in planning and analysis for improved cost efficiency. Advise NPA Lebanon Management Team on structuring and coordination of logistical functions, including planning, fleet management and fuel control, vehicle insurances, maintenance, movements and other services. Report to Country Director on overall logistical management. Support and work closely with the Programme Manager HD on a daily basis. Coordinate with Finance Manager on important local regulations related to tax, import/export, VAT refund or other regulations to be included in local procedures and guidelines Specific duties: Overall logistics management 20 % Responsible for total inventory and asset control for all programmes, including updated files and registries Responsible for compliance to donor requirements in all aspects related to procurement and equipment control including relevant documentation Responsible for implementation of internal control and reporting systems related to non-compliance, mismanagement or corruption within area of responsibility in cooperation with management team Responsibility for supervision and performance of logistics officer in Beirut and assistants in Sour. Ensure local and international tendering are according to NPA Procurement guidelines, incl. communication, receipt of tenders and opening procedures and establishment of optional long term agreements Ensure that fleet management incl. vehicle insurance, fuel control and reporting are according to NPA standards Create a smooth working relationship with all programmes and departments to be supported where an efficient exchange of information and feedback to Programme Managers is a critical component Report to Country Director on overall logistical management. Coordinate with top management on issues related to logistics, fleet management, internal control and HR follow up. Participate in NPA Lebanon Management meetings and advice and support the NPA Management Team in providing relevant information and input for sound decision making Liaise with Regional Logistics Advisor on issues concerned to follow-up and support   Specific duties: Program support to HD Programme 80 % The Senior logistics officer is responsible for procurement, assets and inventory control, fleet and fuel management and filing for the HD Programme, in addition to other logistics duties as assigned by the HD Programme Manager.   Procurement Ensures proper planning and forecasting for programme needs are in place and approved by HD Programme manager. Prepares and updates procurement plans for in specific donor requirements. Ensures that the NPA procurement procedures are followed through as by NPA QMS and NPA policy. Collects quotations from suppliers and prepares tenders as requested by the HD PM. Prepare and update approved suppliers list and upload to server on monthly basis. Ensures the procurement process is followed and in line with the needs of the programme. Negotiate and follow up with international suppliers as by Mine Action Lebanon procedures and ensure the clearance of items within customs are done in a timely manner. Ensures that all necessary documentation and donor filing is updated and uploaded onto the server on a monthly basis.   Assets and Inventory Control Ensure good assets tracking and control Conduct regular fixed assets and full inventory check at least every three months and spot checks with a minimum of two times per year. Upload stock balance minimum once per month on SharePoint. Ensure proper maintenance of assets. On demand, produce comprehensive lists of fixed assets from Agresso Follow up and supervise the HD procurement assistant/driver and HD Stores/driver assistant. Reporting any discrepancies immediately to HD programme Manager and Admin/HR Manager. Follow NPA QMS and guidelines related to Assets and inventory management. Keep updated file for maintenance related to equipment such as generators, detectors, and other essential equipment to support operations and office.   Fleet management & Fuel management Handle vehicle service requests and ensures that the fleet is checked and maintained regularly. Monitor fuel consumption and use of vehicle log-book, maintenance log, oil log and other fleet formats and templates. Follow up and supervise fleet officer/drivers. Responsible for correct and timely maintenance in coordination with drivers Print out monthly vehicles maintenances, fuel consumption and accident reports. Dispose fleet spare parts according to NPA Guidelines. Follow NPA QMS and guidelines related to fleet management. Upload relevant documentation on SharePoint. Ensure that vehicles are insured accordingly. Ensure that filing is done on documentation of the vehicle purchase, insurance, ID, etc. Handle settlement of yearly vehicle mechanical inspection. Handle vehicles driving permissions (updated) for related staff and ensure that all NPA drivers have on their possession relevant driving documentation such as driving licenses.   Filing Responsible to file properly all logistics documentation according to guidelines. Should upload all electronic filing on the specified folder on the local server and SharePoint. Responsible to maintain and back up logistics data in local server and SharePoint.