Logistics Manager (Structure)

General objective The Logistics Manager - Structure will be in charge of the overall management of the logistics activities linked to Fleet, Premises, Supply and Storage at base level. The Logistics Manager will work under the supervision of the Logistics Coordinator based in Beirut and the Field Program Coordinator (Field Co) of the base. The Logistics Manager position’s major objectives are to properly achieve the following global tasks: -  Implementation and follow-up of all logistics components  at base level - Team management of all the logistics - structure staff -  Capitalization of all aspects of the logistics outputs in direct link with the Logistics Coordinator   Responsibilities and tasks 1. Fleet Management -  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 required 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 there’s no Fleet Officer) -  To prepare and facilitate training to the 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 and of the occasional damages then report matters linked to both -  To ensure that the administrative documents for all vehicles are available, filed and monitored   2. Financial Management -  To follow-up the financial aspects of the project (Budget Follow-up) regarding logistics-related expenses with the support of the administrator -  To manage the cash forecast in link with the logistics activities -  To support the management in the budget making process for new projects regarding logistics expenses   3. Premises management -  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   4.  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 monitored and maintained -  To  consolidate and verify the asset list at base level and report it to coordination on a monthly basis   5.  Storage (goods related to Structure – assets, furniture, stationeries) -  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 design of needs in accordance with the  financial resources -  To ensure material is stored under suitable conditions -  To ensure procedures are followed for all dispatch of items (out of stock and in stock) -  To see that all documentation linked to stock is complete and correct   6. Procurement Management -  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 and follow, with concerned managers, 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   7. Human Resources -  To manage the  logistics - Structure staff (fleet supervisor, drivers, logistics officers, etc.) at base level (HR Management Full Cycle Perspective including job description writing, recruitment process, evaluation…) -  To ensure that all the logistics - Structure staff has a proper training plan -  To support the hiring process for logistics support staff  at base level when needed -  To ensure the continuous general training of drivers and logistics support 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 the valid and appropriate documents   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 or a relevant field Work experience: 2 years professional experience in a logistics or supply function,preferably in an NGO Computer skills: Good skills in networking and Internet. Very good knowledge in Microsoft Office (Word, Excel, Outlook) Other  requirements: -         Mechanical or logistics skills -         Valid driving license (minimum 2 years old)   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 support staff (drivers, assistants) -         Motivated and dedicated to the job -         Able and willing to learn and extend his/her scope of work -         Able to manage priorities, take initiatives and work without continuous supervision