Logistics Officer - Had - Zahle

Responsibility 1 : Procurement and supply chain Management Objective: To cover the programme's needs for materials, equipment and services Benchmarks: introduction and compliance with procurement management procedures; security of supply; project team's satisfaction with the management of supplies.    Activities: Be the Purchase focal point for all the purchase requests for the base. Participate, in liaise with the service support manager (SSM), to the edition and the application of the supply strategy; Analyse and ensure local market surveys and ensure that the local supplier’s database updated corresponding to the HI needs and criteria (quality, price, service, ethics etc.) Ensure that the edited procurement plan is well implemented and send an updated version on a monthly bases to your line manager; Ensure a professional relation between you, the purchaser and the suppliers; Ensure that the Purchasing Procedure is implemented, understood and respected; Ensure that the collected purchase documents are compliant with HI procedures; Validate purchases according to validation level chart; Ensure that the purchases meet the needs, cost, quality & delivery time requirements, having in mind quality and sustainability of the purchased items; Ensure a daily update of the PSR monitoring tool and share it with the concerned team members on a weekly basis; Participate with the purchaser to plan the purchases and to define the priorities of the items needed by the requesters; Edit contracts when the Purchase Procedures requires it; Ensure the proper follow up of service contracts.   Responsibility 2: Fleet management. Objective: To provide safe and suitable means of transport for the smooth running of activities Benchmarks: suitability of means of transport to the programme context; monitoring of a vehicle fuel  consumption table; existence of vehicle management procedures; quality of vehicle maintenance, vehicle  utilisation rate and respect for user schedule; user satisfaction   Define the weekly programme's travel requirements. Ensure the respect of HI movement and transport management procedure. Collect and ensure the reconciliation of all documents regarding fuel consumption (fuel voucher, logbook, petrol station detailed invoice…). Prepare the Vehicle monitoring chart (VMC) Ensure the adequate filling of all documents by the driver and Expats, specially the Log book. Archiving of fleet files in a proper way. Support the Driver / Logistic Assistant to organize and follow up the transportation of the goods. Make sure all drivers know the roads, used secure roads and respect the security driving rules Supervise the general maintenance of vehicles in link with the Driver / Logistics Assistant. Ensure any required training for Driver / Logistics assistant, HI principles, driving…   Responsibility 3: Stock Management Objective: To provide the best conditions for storage the operations items considering HI procedure and policy Benchmarks: the security of the stock; Stock levels, Reporting Ensure that the Stock Procedure is implemented, understood and respected on your entire base; Ensure optimal storage conditions; Ensure the respect of Stock Management rules and that the related tools are properly used (Stock Requests, Stock Returns, Reception Forms, Delivery Notes, Waybills, Stock Cards and Bin Cards); Ensure the accurate update of the follow-up tools; Ensure that control is done at reception and delivery of items with the support of the applicant if needed; Ensure that the stock report and monthly physical inventory are properly done, documented and matched;   Responsibility 4: In charge of the general services (offices, and storage facilities) Objective: To provide the teams with comfortable living premises and preventing risk Benchmarks: the security of the premises; the suitability of the choice of premises and the quality of their management. IT Management.  Activities: Define the needs and propose solutions in terms of premises and carrying out or ensuring the management of the fitting, servicing and maintenance of the premises Ensure that Premises meet the minimum safety and security requirements and analyze the guarantees of insurance after seeking advice from his/her manager. Ensure collective rules for the use of the premises are applied. Ensure the proper follow up of premises contracts. Supervise the overall maintenance of the premises. Be the focal point for IT related issues and requests. Ensure proper installation, follow up and upgrade of IT equipment (hardware, software, network, back up, security systems and devices).     Responsibility 5: Team Management Objective: Develop the team’s autonomy, performance and HR Management Benchmarks: Recruitments; Appraisals; disciplinary measures, Conflict management etc… Activities: Ensure the recruitment of the logistics team under your supervision according to the HI internal Regulation; Train the staff under your supervision and develop their skills to empower their job description; Ensure the Human Resources management of your team (recruitment, job description, introduction briefing action plan, individual follow-up meeting, individual support, appraisals, etc.); Prepare on a weekly / monthly basis your team’s work schedule; Ensure the daily management of your team (leaves, attendance, meeting, weekly objectives); Ensure a proper communication inside your department and with the others; Ensure that your team has a correct knowledge and compliance with the internal rules and regulations, especially with the ethics dispositions regarding respect of the beneficiaries; Carry out disciplinary measures if necessary according to the internal regulation and in collaboration with your manager; Ensure conflicts resolution (personal and professional) within your team and inform your line manager; Ensure of the professional evolution of each member of your staff, and its development within the mission;   QUALIFICATION/ REQUIREMENTS   Educational background and experience: University diploma Minimum 3 years in the humanitarian field in logistics officer   Skills: Ability to work under high pressure with a great level of personal organisation Strong communication skills Fluent in Arabic and English (speaking/reading/writing) French would be an asset   Required languages & IT skills: Autonomous with Microsoft Office Package   Personal Qualities: Professional sense of security and confidentiality Strong interpersonal and intercultural skills Motivation to work in a volatile and unsecure environment