Senior Admin, Security & Logistics Officer

Key Responsibilities and Accountabilities

DIMENSIONS:

• Tasks will usually be routine and requires solid planning skills, but also may require use of initiative and a flexible approach to handle ad hoc requests
• Responsible to lead on all Bekaa-related procurement, storage and fleet management
• Responsible for all Bekaa-related facility management and administration.
• Responsible for the proper storage and allocation of Oxfam assets and other equipment with regard to health and safety standards and guidelines
• Support programme staff to develop procurement plans per project.
• Contribute to operational planning by leading on logistics plans for the Bekaa
• Close coordination and information sharing with direct line manager in Beirut and key stakeholders, including project managers and technical coordinators.
• Contribute to the improvement in processes, practices and procedures under the logistics and supply chain management
• Regular communication with a broad range of external stakeholders e.g. contractors and suppliers.
• To monitor, update and disseminate security updates and SMP among Zahle staff regularly.
• Administer reporting staff leave schedules and workplans

KEY RESPONSIBILITIES:

General:

• Ensure that logistics and supply (purchasing activities) within the Zahle office are carried out according to Oxfam’s policies and principles (MAP), using standard tools and templates, donor requirements and are in accordance with the Lebanese laws.
• Recommend and advise on any improvement or changes to these procedures as a means of further strengthening best practice adapted to the local context.
• Responsible for maintaining good and professional relations and establish good contacts with vendor-suppliers, other humanitarian actors (including UN agencies) and government departments that relate to logistics
• Contributing to Project planning, in terms of having an appreciation of the field constraints and capabilities. Raising these risks to the LASM in Beirut in a timely manner is vital and should be executed.
• To write a monthly logistics report including aspects on fleet, asset tracking, stock inventories, requisition tracking and analysis and share with management.
• Security focal point in Zahle

Asset Management

• Maintaining and updating Oxfam assets including the recording of assets; disposal of assets; reporting any asset movement, loss or damage
• Asset Management, including ensuring appropriate storage and maintenance of assets.

Procurement, Storage, and Distribution:

• Ensure the procurement of all supplies and service needs (high and low value transactions) as requested by various programmes are carried out in a timely and cost effective manner and according to Oxfam Policy on procurement, and keeping in mind any donor requirements on procurement.
• Set realistic procurement timelines with program teams, hence allowing S/He to assess market and obtain value for money purchases.
• Coordinate all field deliveries with programme teams according to the volume of needs determined by the programme. To organise additional storage needs accordingly if required due to volume and needs.
• Effectively implement all information/data system necessary for the sound and transparent tracking and management of goods, including tracking requisitions tracking of movement of supplies and goods received and dispatched.
• Ensure that supplies/goods/works contracts are presented in an agreed Oxfam GB format for authorization and that all contract records are well kept/filed (in both soft – on “O” drive, Box and hard copies).
• Ensure the timely payment of all goods and services rendered, in coordination with budget holders and the finance department.
• Coordinate all logistics/procurement activities with other departments/affiliates in the Zahle office so as to ensure the most efficient use of Zahle office resources, namely staff time and vehicle use.
• Weekly and monthly reporting to direct line manager on procurement tracking of all requisitions according to agreed deadlines and formats, Vehicle Report, as well as the field office monthly Status Report.
• Keep proper record of all expenditures, receipts, requisitions, purchase order forms, waybills and other documents.

Vehicle and Fleet Management

• Maintain Zahle vehicle fleet management routines, vehicle checks including logging, onboard equipment, tools and documents and regular service due dates.
• Ensure good maintenance of the vehicles and keep them in optimum condition and used cost-effectively.
• Ensure proper management of fuel consumption of fleet through regular vehicle fuel consumption analyses and reporting to Line Manager.
• Ensure proper management of vehicles (deployments) through regular vehicle deployment and mileage (KM) report analyses – and in case of significant variance, ask concerned driver(s) to explain and or report to Line Manager.  
• Ensure generation of and action on monthly vehicle management reporting by finalizing and submitting to Beirut, Zahle vehicle report.
• Ensure vehicle misuse is promptly reported to direct line manager if any misuse is identified.
• Ensure all drivers are regularly updated on any organizational information; changes/developments including on any SOPs
• Responsible for the performance management of all drivers
• Administration and documentation of driver leave / sick day plans
• Update, disseminate and monitor weekly staff travel board (travel plans) by email and WhatsApp group. 

Security

• Ensure that all staff and visitors to the Zahle office receive appropriate security briefing on arrival and immediately following any security incident (‘lessons learned session’) and provide security update during team meetings.
• When required, provide input and feedback on revisions to the national Welcome Pack and Security management plan from the Bekaa perspective.  
• Ensure that an appropriate system is in place to provide security information to visitors in advance of their arrival.
• Ensure all drivers are aware of the relevant aspect of the security management plan with regards movements and driving in Lebanon. Ensure driver briefings are conducted with specific regards to safety and security for all new drivers, and refresher sessions for all drivers at regular intervals or following a security incident.
• Any task reasonably assigned to you by your direct line manager or designated person
• Participate in field-level UN-led, inter-agency security meetings and share notes with relevant internal stakeholders
• Collect, analyse and share security information regarding the operational environment with relevant operational and programmatic staff.

Administration

• Ensure all (stationary, toiletries, safety equipment, etc,..)  office supplies are adequate and are replenished regularly with support from LASM
• Manage cleaning person workplan
• Book accommodation, conferences and taxis when requested with the use to approved budget codes and procedures
• To make sure office utility bills (water, electricity, diesel, telephone) is processed and paid on time.
• Adhere to all agreed rental agreement contracts and other framework agreements set by Country Director, HoP and LASM .

Technical Skills, Experience & Knowledge

Essential

•  3 – 5 years experience in: Logistics, purchasing, warehousing, vehicle management, general administration.

• Good understanding of donor rules and guidelines and Oxfam Logistics Policy and Procedures

• Ability to plan, prioritise and organise work

• Anticipates outcome of activities and uses initiative to achieve targets
• Actively promotes high standards and continuous improvement
• Continually seeks out most efficient use of resources
• Pro-actively adapts and improves standards and working practices
• Able to advise and train on specialist skills to other departments / teams
• Excellent communication skills in written and oral English and Arabic
• Proven ability to organise work effectively and supporting others
• Attention to detail, highly numerate and computer literate, including word processing, databases/ spreadsheet use

Desirable

• Financial management ability.