Logistics Manager

General objective   The Logistics Manager will be 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 Beirut and the management supervision of the Field Coordinator (Field Co)   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 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.   Responsibilities and tasks: 1.      Procurement Management: Management of the Supply Chain Supervisor (To supervise and Ensure) -  To supply all items required by the authorized staff of the base, in compliance with PU-AMI procurement procedures -  To provide feedbacks and guidance to the project managers regarding the procurement procedures and purchase files before submitting to the Coordination -  To manage reception, transit and delivery of all items requested and purchased -  To  edit, validate with concerned managers and follow all purchase files for the base in coordination with the other bases if necessary -  To  verify, update and archive all purchase files -  To issue the Purchase Request follow-up at base level (weekly and/or monthly) -  To compile, check and clean all procurement related archives prior to sending to Coordination -   To capitalize on the supply work done through markets studies, editing of catalogs, and other tools if necessary. -  To create and implement new tools related to procurement if necessary, with the aproval of the management -  To  determine a procurement plan for each project with the help of the project managers -  To  prepare and facilitate training to logistics’ staff regarding procurement activities 2.      Management of transport of goods: Management of “Logistic” Supervisors (To supervise and Ensure) -  To manage reception, transit and delivery of all items requested and purchased -  To be the focal point for rental of trucks and other vehicles linked to the implementation of programs activities  of the base (bobcat, forklift, bouldoser etc) -  To ensure that the PU-AMI procurement procedures are well respected in the rental process -  To follow the needs in terms of vehicles and insure that needed vehicles are provided in a timely fashion 3.      Storage (To supervise and Ensure) -  To select storage locations for the base and create a plan for the development and security of these sites -  To regularly inspect the storage facilities to assess the work needs -  To follow on storage facilities costs (rental, maintenance, insurance…) and participate in the designing of needs in accordance with the  financial resources -  To ensure material is stored under suitable conditions and monitor expiration dates -  To ensure procedures are followed for all dispatch of items, out of stock, in stock -  To ensure procedures are followed for all dispatch of items, out of stock, in stock -  To see that all documentation linked to stock at is complete and correct -  To supervise monthly physical stock inventory -  To do a complete storage reporting file every month and share it with the technical coordination and  operational teams concerned -  To prepare and facilitate training of logistics’ staff regarding store management activities 4.      Fleet Management: Management of the fleet, assets and premises supervisor (To supervise and Ensure) -  To be the focal point for rental cars suppliers for the base and to liaise with the Coordination -  To follow the needs in terms of vehicles and insure that needed vehicles are provided in a timely fashion -  To participate in drawing up mechanical assessments for vehicle needs and report them to the coordination and car suppliers. -  To organize the schedule of vehicle movements and drivers at base level (if no Fleet Officer) -  To prepare and facilitate training to logistics’ staff regarding fleet management activities -  To ensure the proper ordering, dispatch, use and follow up of Fuel cards and logbooks -  To ensure that all fuel consumption and mileage data are monitored, consolidated, analyzed and reported for each vehicle -  To monitor the use of vehicles, damages and report issues linked to both use and potential damages -  To ensure that the administrative documents for all vehicles are available, filed and monitored 5.      Premises Management: Management of fleet, assets and premises Supervisor (To supervise and Ensure) -  To regularly inspect the office(s), guest house(s) and other work premises  assess the work needs -  To draw up a list of needs and manage the stock of maintenance items and consumables -  To look after all material or furniture on the base, carry out minor maintenance and repair work as well as improvements to the premises -  To find additional premises upon identification of needs and follow up all contractual aspects of all premises -  To  prepare and facilitate training to logistics’ staff regarding premises management activities 6.      Durable Equipment Management -  To consolidate all Durable Equipment needs for the base -  To  purchase and follow up the delivery of all Durable Equipment for the base with the support of the coordination -  To  prepare, secure, validate and archive all Durable Equipment documents -  To  make sure that all Durable Items   are tagged with logistics codes and  properly followed and maintained -  To  consolidate and verify the asset list at base level and report it to coordination on a monthly basis 7.      Financial Management -  To follow-up the financial aspects of the project (Budget Follow Up) regarding logistics related expenses with the support of the base administrator -  Management of the cash forecast in link with the logistics activities -  To support the management in the budget making process for new projects regarding logistics expenses and programme expenditures (supplies, cost of procurment…) 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 -  To centralize all the reports linked to the logistics domain and share them with all parties concerned in timely fashion -  Ensure a regular communication with the Logistics Coordinator on all aspects 9.      Human Resources -  To manage the  logistics  staff (fleet, Premises and Assets supervisor, Supply Chain Supervisor, drivers, logistics officers, etc.) at base level (HR Management Full Cycle Perspective including JD issuing, recruitment, evaluation…) -  To ensure that all the logistics staff has a proper training plan -  To support the hiring process for logistics staff  at base level when needed -  To ensure the continuous general training of logistics staff at base level and regularly test their knowledge -  To make the team of drivers accountable for complying with PU-AMI procedures and security regulations -  To ensure that all personal allowed to drive PU-AMI cars have valid and appropriate documents -  To conduct appraisals every six months for the staff -  To solve team conflicts and ensure team building and discipline. The tasks and responsabilities defined in this job description are not exhaustive and can evolve depending on the project needs. QUALIFICATIONS Mandatory requirements Language Skills: Fluent in Arabic and English,(speaking/ reading/ writing).  Education Degree: University degree in logisitics, management or a related field. Work experience: 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  requierement -         Mechanical or logistics skills -         Valid driving license (For minimum 2 years) Assets Other knowledge: Acquaintance with INGO' rules, procedures and regulations Interest: Work in relief Transversal 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