Logistics Manager

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 The Logistics Manager is in charge of the overall management of the logistics department activities at base level. The Logistics Manager will work under the technical supervision of the Logistics Coordinator based in  Coordination and the management supervision of the Field Coordinator. The Logistics Manager position’s major objectives are to properly achieve the following global tasks: -  Implementation & follow-up of all logistics components at base level -   Supply of all items required by the authorized staff of the base, in compliance with PU-AMI procurement and storage procedures -  Team management of all the logistics staff - Capitalization of all aspects of the logistics outputs in direct link with the Logistics Coordinator   1-      RESPONSABILITIES AND TASKS   1.     Procurement Management   -   Supply all items required by the authorized staff of the base, in compliance with PU-AMI procurement procedures; -   Provide feedback and guidance to the project managers regarding the procurement procedures and purchase files before submitting them to the Coordination; -   Manage reception, transit and delivery of all items requested and purchased; -   Edit, validate with concerned managers and follow up all purchase files for the base, in coordination with the other bases if necessary; -   Verify, update and archive all purchase files; -   Issue the Purchase Request follow-up at base level (weekly and/or monthly); -   Compile, check and clean all procurement related archives prior to sending to Coordination; -   Capitalize the supply work done through markets studies, editing of catalogs, and other tools if necessary; -   Create and implement new tools related to procurement if necessary, with the approval of the senior management team (Field Coordinator, Logistics Coordinator, Head of Mission and his/her deputies); -   Determine a procurement plan for each project with the help of the project managers and submit this plan to the Field Coordinator; -   Prepare and facilitate trainings to logistics’ staff regarding procurement and general logistics activities.   2.     Management of transport of goods -   Manage reception, transit and delivery of all items requested and purchased; -   Be the focal point for rental of trucks and other vehicles linked to the implementation of programs activities of the base (bobcat, forklift, bulldozer, etc.); -   Ensure that the PU-AMI procurement procedures are well respected in the rental process; -  Follow the needs in terms of vehicles and insure that needed vehicles are provided as per work plan in a timely fashion;   3.     Storage (To supervise and ensure) -   Select and/or manage storage locations for the base and create and implement plan for the development and security of these sites; -   Regularly inspect the storage facilities to guaranty their conditions; -   Follow on storage facilities costs (rental, maintenance, insurance…) and participate in the designing of needs in accordance with the  financial resources; -   Ensure material is stored under suitable conditions and monitor expiration dates and potential degradation; -   Ensure procedures are followed for all dispatch of items, out of stock, in stock; -   Check that all documentation linked to stocks and supplies is complete and correct; -   Supervise monthly physical stock inventory and spot check as needed; -   Do a complete storage reporting file every month and share it with the technical coordination and  operational teams concerned; -   Prepare and facilitate training of logistics’ staff regarding store management activities.   4.     Fleet Management -  Be the focal point for rental cars suppliers for the base and liaise with the Coordination; -   Follow the needs in terms of vehicles and ensure that needed vehicles are provided in a timely fashion; -   Participate in drawing up mechanical assessments for vehicle needs and report them to the Coordination and car suppliers; -   Organize the schedule of vehicle movements and drivers at base level when requested; -   Prepare and facilitate trainings to logistics’ staff regarding fleet management activities; -   Ensure the proper ordering, dispatch, use and follow up of Fuel cards and logbooks; -   Ensure that all fuel consumption and mileage data are monitored, consolidated, analyzed and reported for each vehicle; -   Monitor the use of vehicles, damages and report issues linked to both use and potential damages; -   Ensure that the administrative documents for all vehicles are available, filed and monitored.   5.     Premises Management -   Regularly inspect the office(s), guest house(s) and other work premises, plan and implement any work needed to keep them in proper order; -   Draw up a list of needs and manage the stock of maintenance items and consumables; -   Look after all material or furniture on the base, carry out minor maintenance and repair work as well as improvements to the premises; -  Find additional premises upon identification of needs and follow up all contractual aspects of all premises; -   Prepare and facilitate training to logistics’ staff regarding premises management activities; -   Follow and manage the team of cleaner when requested;   6.     Durable Equipment Management -   Consolidate all durable equipment needs for the base; -   Purchase and follow up the delivery of all durable equipment for the base with the support of the coordination; -   Prepare, secure, validate and archive all durable equipment documents; -   Make sure that all durable items are tagged with logistics codes and properly followed and maintained; -   Consolidate and verify the asset list at base level and report it to Coordination on a monthly basis.   7.     Financial Management -   Follow up the financial aspects of the project (Budget Follow Up) regarding logistics related expenses with the support of the Finance Manager; -   Manage the cash forecast related to the logistics activities; -   Support the management in the budget making process for new projects regarding logistics expenses and program expenditures (supplies cost of procurement, etc.); -  Analyze and propose solutions of reallocation if needed, after receiving a monthly updated budget follow up from the Admin/Fin Department; -  Be responsible for approving expenditures and re-allocations within his/her budget area(s).   8.     Documentation, Coordination and Reporting -  Ensure a good documentation follow-up and archiving; -  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; -  Develop and implement new tools and guidelines; -  Centralize all the reports linked to the logistics’ domains and share them with all parties concerned on time; -  Ensure a regular communication with the Logistics Coordinator on all aspects.   9.     Human Resources Management -   In collaboration with the HR department, follow up the hiring process for logistics staff at base level, by drafting job descriptions, sorting resumes and conducting interviews; -   As per PU-AMI HR policy, ensure the continuous logistics related trainings of logistics staff at base level and regularly test their knowledge; -   Conduct appraisals every six months for the directly managed staff; -   Solve team conflicts and ensure team building and discipline; -   Ensure the application of disciplinary procedures in accordance with PU-AMI’s HR policy and in collaboration with the HR department and the Field Coordinator; -   Ensure that the drivers and all personnel authorized to drive PU-AMI vehicles comply with PU-AMI’s procedures and security regulations; -   Ensure that all personnel allowed to drive PU-AMI cars have valid and appropriate documents.   10.  Security and Humanitarian access responsibilities -  Promote the common speech strategy at field level by local stakeholders , field teams and beneficiaries -  Ensure data collection, crosschecking and in-depth analysis of information related to the security and safety within the area of intervention; provide regular and ad hoc (if needed) formal reports to the Field Coordinator, (incident table with analysis) -  Monitor the overall staff movements and provide regular info to staff on safety of their movement, especially when moving to the field -  Collect, verify, analyze and report information that may affect the humanitarian access for assisted populations (climate hazards, civil unrests, security incidents) -  Set up a network of Focal points in Beirut and Mount Lebanon, with a specific focus on risky areas, to ensure the rapid collection of information for the protection of the teams on the field, -  Actively participate in the daily or ad hoc humanitarian meetings, take notes and provide qualitative minutes / reports when needed, -  Immediately alert the Field Coordinator in case of impending danger, or incident affecting the teams or the assisted population. -  In case of incident affecting PU-AMI teams or activities, he is in charge of reporting immediately, orally to the Field Coordinator, and providing security incidents as per the template in 12 hours following the incident; -  In case of a security related incident affecting PU-AMI staff, be the focal point for PU-AMI: ensure follow up of incident and provide regular updates to Field Coordinator and Security Coordinator       The tasks and responsibilities defined in this job description are not exhaustive and can evolve depending on the project needs. 3-      PRIORITIES OF THE DEPARTMENT Prepare lists of suppliers for dislodging and Water trucking in Mount Lebanon; Conduct the Call for expression of interest for suppliers (that will be issued by Coordination); Analyze the fleet needs and rationalize the current fleet; Analyze the warehouse need/location and try to find a better location for the warehouse based on the locations of activities. Rebuild the relationship with municipalities in BML, namely in the SSB, in order to gain access to the area. Mandatory requirements: - Work Experience: at least 2 years professional experience in a logistics function, preferably in an NGO  - Computer skills: good skills in networking and internet. Very good knowledge in Microsoft office (word, Excel, outlook) - Other requirement: Mechanical or logistics skills                                Valid driving license (for minimum 2 years)   Assets Other Knowledge: Acquaintance with INGO' rules, procedures and regulations Interests: work in Relief Interests: Work in relief  Transversals skills: -          Honest and trustworthy -          Reliable, rigorous and well organized -          Able to manage and train a team of logistics support staff (drivers, assistants) -          Motivated and dedicated to his/her job -          Able and willing to learn to extend his/her scope of work -          Able to manage priorities, take initiatives and work without constant supervision -          Motivated and dedicated to his/her job