Logistics And Security Coordinator

  Job Description   Job Title:                                Logistics & Security Coordinator (Jordan/Lebanon)   Location:                                 Beirut, with frequent field trips and frequent travels in Jordan Responsible to:                                Head of Mission, with some matrix management from HQ Log. Responsible for:                       Logistical & Security staff Relationships with others:          Will work closely with all teams supporting the needs of the Programs.   CONTEXT & BACKGROUND Secours Islamique France (SIF) Non-Governmental Organization based in France and a member of Islamic Relief Worldwide. Founded in 1991, SIF’s objective is to provide immediate and longterm support to vulnerable population affected by natural disasters, armed conflicts and other types of crisis. SIFhas had a presence in Syria since 2008, notably through a program aimed at providing assistance to the Iraqi and Syrian populations affected by the drought in Northern Syria. This program allowed SIF to contribute to the improvement of the well-being of children and their families in rural areas by ensuring a safe environment at school. SIF has been present in Lebanon since 2012, implementing projects through national partners, mainly distributing NFI as well as rehabilitation of shelters and WASH programme to the Syrian refugee populations affected by the conflict in Lebanon. The program allowed SIF to contribute to the improvement of the well-being of the children and their families in rural areas. SIF is currently proceeding to register in Jordan. In response to the current crisis in Syria, SIF is extending its humanitarian response and will provide emergency support to IDPS and affected population inside Syria, in Lebanon and Jordan. In view of SIF operational scale up, SIF is urgently recruiting a Logistics & security coordinator.   DUTIES AND RESPONSIBILITIES   JOB PURPOSE The Logistical & Security coordinator, in his/her capacity, is responsible for facilitating the implementation of all logistical & security aspects regarding the support of SIF programmes in the countries&the region, including emergency preparedness and response (including DRR), and logistical management for the Country Offices. Under the direct Supervision of the Head of Mission, you and your team will be responsible for: DUTIES AND RESPONSIBILITIES Logistics Management Ensure implementation of SIF and donor Logistics guidelines& procedureswithin the region Ensure implementation of SIF security guidelines in collaboration with the Head of Mission. Coordinate the logistics activities of all the missions by supporting and in close collaboration with the project staff and the support staff; Supervise and provide a logistical support to the different SIF bases and projects. Recruit,in collaboration with the Head of Mission, the logistics national staff; Provide training to the logistics staff to ensure SIF guidelines are well implemented Directly manage logistics national staff; Report on a regular basis about all logistics activities within the mission to the RHOM, and to the HQ logistics officer; Compile logistics information for donors to ensure timely and correct submission of required documentation Preparing audit files at the end of each project. Ensure that the local legislation is respected and that a legal framework is established; Maintain and develop the Logistics organization and operating framework Follow-up on lease agreements for the infrastructures rental; Validation of other provision contracts (rental, service, etc.) at the administrative level; Make proposals to the RHOM, for the implementation and the improvement of logistic  procedures of SIFmissions; Prepare and participate in assessments in new project areas Ensure logistical support to SIF staff for movements in the region, incl. supervision of proper visa management. Responsible for the regional logistics reporting to the Head of mission and the Programme Coordinator on a weekly basis; Respect the deadlines setup by HoM and HQ Logistics Department;     Procurement Management   Make sure SIF (donors’, if required) Procurement Procedures are implemented and respected; Identify and plan the mission’s purchases beforehand (by project) in collaboration with allrelevant staff (PM, RHOM, HQ Log…); Monitor local supply sources and chains and optimize supply to the field locations Ensure the quality of the supply chain process Liaise with Regional Offices in Lebanon on regional procurement opportunities and HQ on central procurement. Ensure smooth transportation, delivery and reception of goods including proper required documentation. Ensure delivery deadlines are met; Follow up the order/purchases until delivery; Control the quantities ordered and received; Ensure regular procurement follow-up for down payments and monthly budget follow up.   Stocks Management   Make sure SIF (and donors’, if required) Stock Management procedures are implemented and respected; Provide regular inventory (bi-monthly,monthly quarterly, yearly) for the different items stored within the SIF missions; Ensure proper warehousing, stock management, and control systems, including documentation and reporting Plan and manage the stock supplies according to local constraint Ensure the security of communication and IT equipment (identification, inventory) ; Ensure proper fixed asset management and regular checks on inventory lists     Vehicle Management and Maintenance   Make sure SIF (and donors’, if required) Vehicle Management procedures are implemented and respected; Supervise the general follow-up of the SIF mission vehicles (consumption checks, movement planning, etc.) Ensure regular maintenance of all vehicle’s , setup appropriate maintenance contract with suppliers or ensure an appropriate repair process with local technicians; Handle transport contracts negotiation with suppliers and follow up; Define the more relevant means of transport for goods delivery and process the administrative formalities related to (by road, by plane, by boat, etc.).   Security Management   Ensure the implementation and the respect of the security processes, guidelines& tools definedfor the mission (in collaboration, and under the responsibility of the HoM), and the correct use and knowledge of all relevant security tools, procedures& processes by all the members of the mission (national & international staff) in close links with the Head of Mission; Ensure existence of individual up-to-date safety and security plans for each location and for the overall presence of SIF in Countries & Region and share with HQ. Monitor and evaluate safety and security situation and ensure adjustment of plans if and whenever necessary Work in close collaboration with the Head of mission for all security issues (security guidelines updates, geopolitical follow-up, incident reports and analysis); Attend interagency security meetings. Monitor and evaluate compliance of programmes and locations with logistics and security Ensure that every single incident is reported ASAP to the Head of mission; In charge of the general security for the mission during Head of Mission leave of absence (in close collaboration with HQ).   Representation In charge of negotiation and relationship with local and administrative authorities in his/her fields of responsibilities; To ensure that relationships are developed with government and partner agencies at all levels to enable the appropriate development of the programmes; To contribute to the promotion of effective co-ordination between, Government, UN, NGO and where appropriate, other bodies; You are the direct focal point of SIF with providers and companies, for all issues related to logistics and security, in coordination with the Head of mission; You participate actively in logistical and security coordination and information meetings (NGO coordination, etc.); File and forward all necessary representation related documents to the Headquarters on a regular basis;     Team Management Ensure strict application and respect of the Internal Regulation by your related staff Suggest to the Head of mission precision/adaptation of certain rules taking into account the specific context of the SIF missions Define, with each member of your staff, his action plan and delay for reaching defined goals (IAP); Support and advise your team in the implementation of their IAP; ensure feedback towards your team about issues potentially raised by them; You ensure good communication – coordination – information level of each member of your team through regular coordination meetings (or other if needed); You are concerned and aware on the personal and professional evolution of each member of your staff, and their development within the mission: you will conduct individual interviews, oral and written evaluations; Ensure conflict resolution (personal and professional) within your team and inform the Head of Mission of the outcomes; You propose relevant needed adaptation to the organizational chart of the mission and contribute to its implementation (job descriptions, etc.), in collaboration with the Head of mission and the national Programme Coordinators You support your staff in their management duty: coordination meetings, individual interviews, etc. You provide on the job-training of logistics and security management if need be   Resources and Financial Management You outline the resource requirements for the Support of programmes and ensure that systems are in place for the effective management of resources in relation to finance, transport, supplies and capital assets, including maintenance of assets register and vehicle logbooks. You ensure that effective and secure budgetary control of the programme’s finances and expenditures are established and maintained, in line with SIF financial procedures & guidelines. You monitor support project finances on a monthly basis and liaise with HOP/ HOM if necessary regarding projected under or over-expenditure. You advise & agree on budgets and implementation plans To ensure anti-virus software is installed on all PCs and updated (at least monthly) and that all finance and programme data is systematically backed up (at least weekly)     PERSON SPECIFICATION Qualifications Relevant Master’s level qualification or similar academic achievement, experience.   Key skills and competencies Substantial experience in logistics& security coordination, including procurement, supply chain, fleet management & inventory. Significant knowledge of international humanitarian systems, institutions and donors, and of procedures, accountability frameworks and best practices in emergency management Substantial experience and knowledge of effective financial and budgetary control and securing and managing grants from major institutional donors Solid project management skills related to organisational development projects and international, cross-functional teams with a proven history of delivering results Ability to analyse information, evaluate options and to think and plan strategically An in-depth understanding of national and international development issues. Previous experience of managing and developing a team and the ability to lead, motivate and develop others Excellent interpersonal, communication and presentation skills Ability and willingness to change work practices and hours, and work with incoming teams in the event of major emergencies Commitment to the values and mission of SIF. Positive outlook and stand-alone disposition. Determined hard worker, capable of rapid and quality turn around on a high workload and multiple tasks. Proactive approach to problem solving in difficult and isolated locations. Outgoing personality with solid interpersonal and diplomatic skills. Self-starter, capable of innovatively developing support for the programmes. Adaptable and responsive disposition relative to the demands and development of the teams. Attention to detail and a flexible approach to work. Excellent communication and team-working skills, with the ability to build good relations, both internally and externally. Numeric skills, including proven understanding of financial management. Excellent planning, co-ordination and prioritization skills. Experience of grant design, management and reporting to major donors.   Preferred experience Minimum of five years’ experience, mainly in senior management roles, with some in a project management capacity. Security management experience.   Languages Fluency in spoken and written English essential (Arabic & French desirable)   TERMS AND CONDITIONS Fixed Term Contract (negotiable).