Logistics Supervisor

General objective   The Logistics Supervisor at the Coordination office will be in charge of the overall management of the logistics activities at coordination base level. The Logistics Supervisor will work under the technical and management supervision of the Logistics Coordinator based in Beirut. The Logistics Supervisor position’s major objectives are to properly achieve the following global tasks: Implementation & follow up of all logistics components  related to the Coordination base. Supply all items required by the authorized staff of the base, in compliance with PU-AMI procurement and storage procedures. Team management of the drivers and housekeepers. Capitalization of all aspects of the logistics outputs in direct link with the Logistics Coordinator.   Responsibilities and tasks I. PROCUREMENT MANAGEMENT: To supply all items required by the authorized staff of the base, in compliance with PU-AMI procurement procedures. To  edit, validate with concerned managers and follow all purchase files for the coordination base. 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.  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. II. MANAGEMENT OF TRANSPORT OF GOODS: To manage reception, transit and delivery of all items requested and purchased. To ensure that the PU-AMI procurement procedures are well respected in the rental process. III. STORAGE: To regularly inspect the storage facilities to assess the work needs To ensure material is stored under suitable conditions and monitor expiration dates. To ensure procedures are followed for all dispatch of items, out of stock, in stock. To see that all documentation linked to stock is complete and correct. To supervise monthly physical stock inventory. To do a complete storage reporting file every month and share it with the technical coordination. IV. FLEET MANAGEMENT: To be the focal point for rental cars suppliers. To follow the needs in terms of vehicles and insure that needed vehicles are provided in a timely fashion for the coordination base. To participate in drawing up mechanical assessments for vehicle needs and report them to the car suppliers. To supervise the Head of Drivers in the organization of the schedule of vehicle movements and drivers at coordination base level. To prepare and facilitate training to 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, damages and report issues linked to both use and potential damages. To ensure that the administrative documents for all vehicles are available, filled and monitored. V. PREMISESE MANAGEMENT: To regularly inspect the office(s), guest house(s) and other work premises and 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. VI. DURABLE EQUIPMENT MANAGEMENT: To consolidate all Durable Equipment needs for the base To  prepare, secure, validate and archive all Durable Equipment documents. To  make sure that all Durable Items   are tagged with logistics codes and  properly followed and maintained. To  consolidate and verify the asset list and report it to coordination on a monthly basis. VII. FINANCIAL MANAGEMENT: Management of the cash forecast in link with the logistics activities. To support the management in the budget making process for new projects regarding logistics expenses (supplies, cost of procurment…) VIII. DOCUMENTATION, COORDINATION AND REPORTING: Ensure a good documentation follow-up and archiving. To consolidate the internal contact list of the mission and share it with all the bases on monthly basis. Develop and implement new tools and guidelines. To centralize all the reports linked to the logistics domain and share them with all parties concerned in timely fashion. Ensure a regular communication with the Logistics Coordinator on all aspects. IX. HUMAN RESOURCES: To manage the  logistics  staff (drivers and housekeepers) at base level (HR Management Full Cycle Perspective including JD issuing, recruitment, evaluation…) To ensure that all the logistics staff has a proper training plan. To support the hiring process for logistics staff  at base level when needed. To ensure the continuous general training of logistics 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 valid and appropriate documents. To conduct appraisals every six months for the staff. To solve team conflicts and ensure team building and discipline. QUALIFICATIONS Mandatory requirements: Language Skills: Fluent in Arabic and English,(speaking/ reading/ writing).  Education Degree: University degree in logistics, management or a related field. Work experience: 2 years professional experience in a logistics 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 (For minimum 2 years)   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 logistics support staff (drivers, assistants) Motivated and dedicated to his/her job Able and willing to learn to extend his/her scope of work Able to manage priorities, take initiatives and work without constant supervision Motivated and dedicated to his/her job