Logistic Officer

  Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity. In close respect to humanitarian principles, PU-AMI promotes humanitarian access and dialogue with all components of the civil society in Lebanon, and delivers assistance based on the needs, regardless of religion, politics, and ethnic matters.  Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises. PU-AMI in Lebanon has been implementing emergency and recovery projects in Water, Sanitation and Hygiene, in Shelter Rehabilitation, Health and in Livelihood Recovery sectors. 1-      GENERAL OBJECTIVE Under the direct supervision of the Logistics Manager, the Logistics Officer manages the reception, storage, safe-keeping and delivery of goods, tools and equipment used by PU-AMI or under the responsibility of PU-AMI. S/he also supports the Logistics Supervisor in other daily logistics activities of the department. 2-      RESPONSABILITIES AND TASKS Role and Responsibilities                   specific objective and linked activities   Ø  Supply-Chain and procurement   -        Assist in identifying suppliers for all kinds of markets related to PU-AMI’s activities and needs; -   Assist in collecting/drafting necessary documents (Excel and Word), print and gather them as a consistent procurement file and coordinate with the Logistics Manager and other departments for validation and payment; -       Assist in purchasing, from request to payment and delivery; -       Ensure that the format and information on quotes and invoices comply with PU-AMI’s regulations; -       Assist in controlling quality and quantity of the purchased items according to the requester’s specifications; -       Ensure compliance with administrative procedures for the management of advances and payment of suppliers; -      Archive and centralize logistics files in dedicated folders when they are complete, scan documents and archive digital versions on computer.   Ø  Store management   -       Stand as the focal point for all issues regarding the warehouse for the base; -       Ensure the formal communication linked to the store within the base; -       Manage and organize the reception, storage and shipping of all supplies at the warehouse; -       Ensure all requests of stock are sent and delivered to the requesters (project managers) in a timely manner; -       Communicate all delays or variances in inbound/outbound freight to the appropriate parties; -       Monitor the quality of products at the time of reception -         Regularly monitor the quality of products during storage. Pay special attention to expiration dates (if applicable); -         Plan warehouse layout and space requirements (to prevent loss or damage and achieve warehouse optimization) and organize the implementation; -         Supervise the team of daily workers in charge of transport and storage activities; -         Ensure the recruitment, attendance follow up and payment of daily workers for logistics needs; -         Ensure daily workers have all required safety equipment (safety shoes and gloves); -         Contact required transporters for deliveries and transport;   Ø  Fleet   -         Support the Logistics Supervisor head of drivers to insure the daily checklist for fleet dispatching of cars -         Drive PU-AMI cars to conduct activities to support the log department.     Ø  Equipment and premises   -       Dispatch the equipment on the base according to the needs, and update the equipment list accordingly -       Make sure the assets are properly maintained and maintenance intervals and procedures are respected. -       Assist in regularly inspecting the base offices and living accommodation and follow up the office/GH maintenance if any (repairs, paintings…). Assist in drawing up a list of needs and manage the stock of maintenance items and consumables -       Update the asset list by auditing and coding all durable equipment in the office and guesthouse if any; -       Monitor the storage facilities and infrastructure both from inside and outside: locate damages and propose the necessary repairs to the manager; -       Organize and supervise cleaning (and regular disinfection if necessary) of storage spaces; -       Introduce protection against insects and pests and apply treatment upon the first sign of infection; -       Ensure adequate ventilation of the storage premises; -       Ensure the equipment and machines used by teams are cleaned before returning to the store; -       Find additional premises upon identification of needs and help her/his supervisor to follow up all contractual aspects of all premises; -       Follow up the rents (office and flat) and fees (internet, electricity, water…for office and flat) payments.   Ø  Documentation and Reporting   -       Ensure that all archiving is done in compliance with PU-AMI standards; -       Gather all logistics documents as a complete file and transfer them to the Logistics Managers; -       Give daily report to the logistics Manager about the progress of the logistics activities progress; -       Regularly meet with the other supply-chain and/or program teams in order to organize and plan the next deliveries and distribution plans and anticipate needs and challenges; -       Archive and centralize logistics files related to procurement, fleet, premises, warehouse and assets; -    Ensure that all dispatch and receipt documents (Good Receive Note/Delivery Note/Stock Transfer Sheet/Way Bills)are complete and archived in compliance with PU-AMI standards; -         Draft or complete, dispatch and receipt documents in compliance with PU-AMI standards; -         Monitor incoming and outgoing equipment; -         Maintain updated inventory lists and do physical inventory on a monthly basis; -         Prepare and send to the Logistics Manager the stock report on a monthly basis; -         Regularly meet with the other supply chain and/or program teams in order to organize and plan the next deliveries and distribution plans and anticipate needs and challenges; -         Work with the program teams in order to clarify their needs and ensure a good understanding of PU-AMI procedures to optimize the work between the teams.         Ø  Security   -       Report potential fleet or security incidents to the Logistics Supervisor; -       Follow up the security equipment if any; -       Understand and obey traffic law and regulations.   The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.  -         PRIORITIES OF THE DEPARTMENT Reorganize the warehouse through -  preparing full warehouse inventory - labelling all assets and stock - Prioritizing old assets that need dispatching or transfer to another project Asset follow up with all departments           Mandatory requirements -         Language skills: Fluent in Arabic and English (speaking/reading/writing) -         Work experience: 2 years minimum of previous relevant experience in a logistics function and preferably in an NGO -          Knowledge and skills: -     Valid driving license at least 2 years           - Knowledge of humanitarian actors -     Computer skills:         Very good knowledge in Microsoft Office (word, Excel)   assets Interests: -       Strong motivation to help people in need -       Understanding of the political situation in the area Transversals skills -         Well organized   -         Conflict resolution and diplomacy experience           Ability to analyze and suggest improvement   -         Ability to take initiative to deal with difficulties encountered in daily work   -         Ability to adapt or change priorities according to the changing situation within a mission or the organization itself   -         Autonomy, neutrality, hard worker Able to manage stress and pressure