LOGISTICS ASSISTANT

GVC is an Italian NGO founded in 1971. Actually is working in 22 countries worldwide. GVC presence in Lebanon dates back to the begin of Syrian Crisis and since then GVC has been implementing emergency and development projects in Bekaa and Akkar financed by International Donors mainly in WASH sector.

GVC is actually recruiting personnel to cover the position of 1 Logistics Assistant to support activities in Akkar.

Duty Station: Kobayat (Akkar) with occasional travel to Beirut Coordination Office and other field bases as required.

Line Manager: GVC Logistics Manager/ Area Manager

Responsible for: Procurement, Fleet Management, Warehouse Management and Asset/ Equipment Management and Premise Management

MAIN DUTIES AND RESPONSIBILITIES:

Procurement

• Responsible for supporting the Logistics officer as needed for effective and streamlined Supply Chain Management
• Perform A-Z Procurement process from Single Offer Threshold to 3 Quotations + Contract in accordance to GVC Lebanon’s procurement procedure.
• Issues Purchase orders for current Frame Work Contracts in Place and monitors the delivery.
• Completes all required documentation for procurements and ensures efficient filing of documents.
• Manages the transfer of goods and documentation to other bases and Beirut coordination office  
• Collects quotations and conduct market studies when required for supplies, services and works.
• Maintains supplier database and files with full information, including feedback and rating mechanism.
• Submits procurement documents and payment requests to finance
• Receives PR for direct purchase to 3 quotations, and processes in in correct manner; ensuring accuracy of specifications of items, checking budget line, obtains additional information from program/ requesting department as necessary.
• Updates the PRFU and send to Logistics officer each week
• Supports Logistics Officer in NP and tendering as needed

Fleet Management

• Responsible for creating and sharing the weekly fleet management plan and driver schedule for base.
• Liaise with Logistics officer at other bases for shared movements and ‘switches’.
• Ensure the refilling of fuel for all Vehicles every Friday or based on the need.
• Facilitate the washing of cars on regular basis
• Check logbooks weekly and support logistics officer in the data entry for fleet and fuel follow up.
• Manage the fleet and ensure each vehicle has regular maintenance, coding and stickers, fuel cards and properly filled log books.
• Conduct driving tests and submit their documents to LO in accordance to the GVC fleet SOP and toolkit.

Warehouse Management/Storekeeping 

• Receiving orders and deliveries, identifying and reporting potential discrepancies.
• Stores materials in accordance with the system in force in order to ensure continuous availability.
• Updating and/or creating stock cards for all stock items immediately after reception of goods.
• Responsible to maintaining simple WH documentation including;
• Preparing orders on time before sending goods, and packs, weighs and labels freight with corresponding project reference, tracking number, destination, number of units, way bill etc.
• In conjunction with the line manager, performing physical stock counts in accordance with the frequency previously defined. Following up stock levels with regards to alarms thresholds, stock out and expiry dates.

• Controlling warehouse, limited access to authorized personnel and ensuring doors and other exits are secured.
• Assisting the Logistics Officer with preparation of the stock reports.
• Ensuring items are stored in an adequate temperature, monitoring numbers of lots, expiry dates, and packaging and special storage conditions as required.
• Ensuring goods are separated and well labeled to their project allocations.
• Executing the stock management activities (receipt, storage, and issuance to projects or other departments in accordance to GVC Warehouse Management SOP.
• Storing materials in accordance with the system in force in order to ensure continuous availability ensuring that all items are well organized and correctly stored, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).

Asset/ Equipment Management

• Support the Logistics Officer in maintaining an effective asset management system in the base.
• Transfer assets back to other bases as needed with waybill.
• Code and label assets as required.
• Conduct physical inventory of all base assets and equipment’s to ensure database is accurate.

Premise Management

• Ensure effective premise management of office, Guesthouse and Warehouse and apply standards will ensure the safety and wellbeing of staff and visitors.
• Organize daily /weekly cleaning services and supplies in Guesthouse and office and submit payments for this to Logistics Officer/finance.
• Receive via email reservations for GH use, manage Guesthouse bookings for staff and confirm availability in accordance to the GVC Guesthouse management SOP
• Ensure new staff arrive to Guesthouse and receive inductions and information required for their stay
• Ensure bedding is changes for guests and new arrivals.  
• Submit maintenance requests to handyman to accomplish.
• Weekly Guesthouse and Warehouse checks to ensure cleanliness, maintenance.  

QUALIFICATIONS

•             At least 2 years of previous experience as a Logistician Assistant in NGOs will be an asset.

•             Valid Driving license for at least 2 years with age of 23 years old and above.

PERSONAL AND INTER-PERSONAL SKILLS

•             Fluency in Arabic and good level spoken English;

•             Familiarity with Akkar area;

•             High reliability, flexibility and patience;

•             Professionalism, strong sense of responsibility and willingness to work long hours;

•             Understanding of and commitment to humanitarian principles and values.