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.

 

SUPERVISION

Under the direct supervision of Field Coordinatorunder the technical supervision Logistics Coordinatorunder the overall supervision Head of Missionin supervision of

Base Logistics Supervisor, Logistics Senior Officer, Logistics Officer, Drivers, Housekeeper

OVERALL MISSION

1. GENERAL OBJECTIVE

The Base logistics manager is responsible for the smooth functioning of logistics on the base and its related program operations in North Lebanon (Akkar). He / She makes sure the resources necessary for carrying out the programs are available and actively participates in the base’s safety organization.

Training and support to all base staff seeking to build an autonomous and efficient team.

 

2. RESPONSABILITIES AND TASKS

 

4. Supply Chain: He / She coordinates supplies and deliveries for projects. He / She guarantees that PU-AMI’s procedures and logistics tools are in place and are respected.
5. Fixed equipment: He / She is responsible of the management of the assets including ICTs, tele / radio communication equipment and for the base’s energy supply.
6. Fleet: He / She is responsible of the fleet management (availability, safety, maintenance etc.), of the smooth functioning of the base and the realization of activities in accordance with the plan and available budget.
7. Premises: He / She supervises the premises management and ensures the premises of the base are adequate, maintained and safe.
8. Functioning of the base: He / She supports the team in the management of the base premises including redeployment / installation / rehabilitation / closing of base.
9. Representation: He / She represents the organization amongst partners, authorities and different local actors involved in the logistics of the base, in agreement with the Field Coordinator.
10. Coordination: He / She consolidates and communicates logistics information to the field Co and coordination and also coordinates internal base level logistics reports.
11. Safety/Security: He / She contributes to the safety and security management of the base in coordination with the Humanitarian Affairs Advisor and the Field Coordinator

1. MANAGING THE SUPPLY-CHAIN

4. Supervises the purchase process of the North Lebanon programs and ensures internal and donor procedures are respected as well as comply with available budgets
5. Ensure appropriate strategy in place for supply chain including procurement plans, framework agreements and monitoring of budget follow ups

 

3. 1. Purchases
4. He / She guarantees that procurement procedures are respected from the direct purchase to the international call for tenders and supervises the procurement process for the base. He / She ensures that the Supply Chain team works in close collaboration with the person requesting the purchase, with strong technical specificity.
5. He / She ensures that contracts signed are adequate in terms of effectiveness and protection of PU-AMI.
6. He / She centralizes and optimizes the grouping of purchases.
7. He / She supervises the identification and referencing of suppliers and consolidates/updates the price catalogue for the operational area.
8. He / She ensures that purchase files are complete and correctly archived.

 

3. 2. Shipment
4. He / She supervises transportation arrangements at field level, ensuring adequate and cost-efficient options are used

He / She plans and supervises the shipment and delivery of materials up to their final destination.

 

3. 3. Stock
4. He / She guarantees the management and monitoring of the base’s stock, according to PU-AMI’s procedures and tools.

He / She ensures that these are known to and understood by everyone and are applied on the base.

4. He / She ensures that stock sites are appropriate to the base’s needs and that merchandise is stocked appropriately in terms of location, layout and salubriousness.
5. He / She supervises the monthly physical inventory, implementing spot checks as needed, and verifies the monthly stock report
6. He / She verifies that all receptions and deliveries are properly documented

2. MANAGING THE FIXED EQUIPMENT: TELECOMMUNICATION EQUIPMENT AND ENERGY

4. He / She defines the base’s technical needs and makes sure that their funding is possible, especially when new projects are being planned.
5. He / She ensures the monitoring of equipment (state, location, proprietor/backer etc.) through regular updates of monitoring tools (property list) and the keeping of physical inventories.
6. He / She supervises the installation of equipment and ensures they run smoothly and are maintained and ensures any necessary repairs are duly carried out.
7. He / She controls the consumption of equipment, if need be, and, if required, carries out necessary adjustments in accordance with utilization procedures

3. MANAGING THE CAR FLEET

4. He / She defines, in close collaboration with the Logistics Supervisor, transport means adapted to the needs of projects associated with the base and makes sure that the funding of this transport is possible, especially when new projects are being planned.
5. He / She ensures that vehicles are monitored (state, location, proprietor/backer etc.) and that monitoring tools are regularly updated.
6. He / She ensures the vehicles are working properly, that they are properly maintained and any necessary repairs are duly carried out. He / She follows up on vehicle accidents or damage with the fleet manager and field coordinator.
7. He / She controls the use of vehicles and, if necessary, makes any necessary changes to utilization procedures
8. He / She makes sure, above all, that questions of safety relating to the utilization of vehicles (authorized people, exceptional circumstances, safety equipment etc.) are appropriately addressed in coordination with the Humanitarian Affairs Advisor
9. He / She maintains an overview on the efficiency of the fleet use and proposes changes where necessary

4. PREMISES MANAGEMENT

4. He / She supervises the premises management at base level and ensure the premises are adequate, maintained and safe
5. He / She participates in the identification of new premises, assessing different options and giving technical advice for the selection
6. He / She supervises the contractual follow-up of all premises

5. ENSURING THE CIRCULATION OF INFORMATION, COORDINATION AND REPRESENTATION ON LOGISTICS ISSUES

4. He / She ensures that logistics information is effectively circulated between teams on the base, and the coordination. In particular,  he / she ensure that the purchase follow-up is shared on a weekly basis, shares a bi-weekly sitrep to the Field Coordinator, and a monthly logistics report to the Logistics Coordinator
5. He / She writes or participates in writing internal reports for all aspects related to logistics of the base.
6. He / She contributes to the elaboration of project proposals and amendments in coordination with the program and administration departments. He / She ensures that Project Procurement Plan are designed at the time of submission.

4. He / She participates in the writing of reports for the donors (lists of equipment, checking functioning costs etc.) and ensures the keeping of and the archiving of purchase files (help, equipment, location, omissions etc.).
5. He / She participates finally in the preparation of logistics in view of an audit which is either forthcoming or already underway.
6. He / She prepares and facilitates trainings to logistics’ and non-logistic staffs regarding procurement and general logistics activities.
7. Externally, he / she represents the PU-AMI among authorities for any questions concerning logistics order (registering equipment, customs etc.) in coordination with and by delegation from the Field Co.

6. SUPERVISING AND MANAGING LOGISTICS TEAMS

4. He / She supervises the entire logistics team at the base, directly or otherwise.
5. He / She writes job descriptions and carries out or delegates job interviews.
6. He / She contributes to work meetings, mediates potential conflicts, defines priorities and plans activities.
7. He / She participates in the recruitment of the logistics team at the base as well as in any decision to terminate an employment contract, Reviews staffing requirements, implements HR procedures and disciplinary rules and ensures staff appraisals take place every 6 months
8. He / She ensures and / or supervises continued training of local members of the logistics team who are in the base on the procedures and tools of the PU-AMI.

7. BUDGET & FINANCE

4. He / She participates in the financial and administrative management of his / her area of work. 
5. He / She makes sure that the budgetary allowance is respected in the logistics department and establishes bi-weekly cash-flow needs
6. Coordinates with the Finance department for the monthly Financial Follow-Up of the base, ensuring all information necessary from Logistics department is available and shared
7. He / She participates in the cash flow forecasting at base level
8. Plans and approves expenditures for the lines for which he / she is the budget holder, and monitors the budget available
9. Addresses his/her cash forecast according to his/her budget areas

8. SUPPORT THE OPERATIONAL MANAGEMENT OF SECURITY

4. He/ She ensures the availability, maintenance and renewal of all safety-related equipment and contingency stocks
5. He / She ensures the availability of visibility items for all staffs (in coordination with the HR Department), premises and fleet
6. In coordination with the Humanitarian Affairs Advisor and the Field Coordinator, He / She contributes to the security analysis and follow-up in relation with premises and fleet
7. He / She supports the management of security incidents as per Crisis Management protocols

3. PRIORITIES OF THE DEPARTMENT

4. Contracting process reinforcement. Ensure contract systematically provided for all services and works markets as well as for more complex supply orders.
5. Provide frame contract for regular program activities to allow smooth implementing of the activities.
6. Ensure regular training for Akkar staff members about logistic procedures. These sessions shall include logistic team as well as all department members

4. TEAM MANAGEMENT

4. Direct management: team of 8 staffs (1 Supervisor, 2 logistics officers, 4 drivers, 1 housekeeper/cook)

QUALIFICATIONS

Mandatory requirements

• Language skills: Fluent in English
• Education degree: University degree in logistics, management or a related field
• Work experience: at least 2 years professional experience in a logistics function, preferably in an NGO
• Supply chain: Demonstrated skills in managing complex processes.
• Institutional backers: Familiarity with the procedures (OFDA, ECHO, AAP, UN agencies etc.)
• Computer skills: Good skills in networking and Internet. Very good knowledge in Microsoft Office (Word, Excel, Outlook)

OTHER REQUIREMENT

• Valid driving license (For minimum 2 years)

ASSETS

• Knowledge of PUI procedures
• Interests: Work in Relief
• Transversals skills:

• Independence
• Sense of responsibility
• Ability to work under stress
• Organization and priority management
• Rigor
• Capacity to mentor