Logistic Officer

  Organiation Overview :         Since its creation in 1960, the mission of Terre des hommes (Tdh) has been to come to the aid of children in need. It endeavors at all times to defend the rights of children, in times of war and natural disasters, or in less publicized situations of distress. Today, the Terre des hommes Foundation is a significant force among children’s aid organizations in Switzerland and throughout the world. Tdh has development projects and emergency relief programs in more than 30 countries in two core areas: healthcare and child protection. Every year, Tdh offers sustainable solutions and a better future for over one million children and their relatives.   Child Protection Policy: -     Commit to respect the Tdh Child Protection Policy and principles of child protection. -     Commit to ensure the best implementation possible of the Tdh Child Protection Policy inLebanon.   Main duties and responsibilities: General: -       Responsible for updating, communicating, ensuring visibility and monitoring the adherence to all Tdh Logistics procedures -       Responsible for overseeing and implementing the logistical aspects of the procurement process -       Responsible for stock procedures -       Responsible for assets procedures -       Responsible for maintenance and functioning of Tdh premises -       Responsible for all aspects of fleet procedures, including focal point for car accidents -       Responsible for the supervision of the logistics staff with support of the Deputy Delegate   Specific duties and responsibilities: Specific duties and responsibilities: 1. LOGISTICS PROCEDURES 1.1 Draft the logistics procedures of the delegation in accordance to the general Tdh procurement procedures (procurement, stock, assets, fleet). 1.2 Disseminate the logistics procedures after validation by Deputy Delegate and ensure the training of the staff on these procedures in link with the Training Department 1.3 Ensure that the procedures are respected by the staff 1.4 Ensure the proper filing of the logistics documents 1.5 Participate, as appropriate, in the implementation of the anti-theft, fraud, corruption policy. 2. PROCUREMENT 2.1 Oversee the procurement for the delegation in link with Admin and under the supervision of the Deputy Delegate and ensure its timely completion following the appropriate procedures 2.2 Collate and validate all purchase requests submitted and provide a purchase request follow up report, according to approved schedule 2.3 Supervise the checking, completing and filing of all logistical forms according to Tdh procurement procedures 2.4 Deliver a quotations analysis with Admin in accordance with Tdh procurement rules and in collaboration with the Deputy Delegate 2.5 Supervise the negotiations with suppliers in order to maintain good quality of services 2.6 Validate criteria for agreed prices and suppliers list with Admin and Deputy Delegate and draft and circulate agreed prices and suppliers catalogue to Delegate, Admin and Deputy Delegate 3. STOCK 3.1 Oversee the procedures for the stocks (central and site offices) according to Tdh Warehouse and Stock Management Procedures, including monitoring of safety and maintenance of the stocks sites. 3.2 Ensures that the proper documentation process is in place for the in and out of the stock movements 3.3 Verify monthly the physical stocks inventories carried out by the Log/Driver and circulate the monthly stock report to necessary staff 3.4 Responsible for overseeing the access to the store 3. ASSETS 3.1 Oversee the procedures for the assets according to Tdh Assets Management Procedures 3.2 Responsible for recording all physical assets in link with the information provided by the Admin (donors lines, reconciliation with SAGA) 3.3 Verify monthly the assets inventory physically and disseminate the assets inventory report to Admin, Deputy Delegate and Delegate. 3.4 Responsible for the proper functioning and use of the assets 3.5 Deliver training to the staff if needed on the proper use of the assets. 3.6 Receive reports on non-functioning equipment / items related to assets and, in cooperation with Admin,  delegate action to relevant staff for follow-up 4. FLEET 4.1 Oversee the procedures for the fleet according to Tdh Fleet management Procedures 4.2 Monitor the use of the vehicles and ensure they are used for work and security purposes only 4.3 Ensure vehicle fleet maintenance (ensure all repairs and maintenance are carried out by the rental company or Tdh) and  make sure that all drivers fully comply with Tdh transportation procedures 4.4 Responsible for ensuring that all paperwork related to the fleet is up to date and readily available as required (in the office or in the cars) 4.5 Responsible for reconciling fuel bills to be paid by Admin in order to check and monitor fuel consumption and providing to Admin in a timely manner 4.6 Responsible for deciding and disseminating the weekly car plan 4.7 Responsible for developing and maintaining mechanism for internal and external cleaning of cars by contractor 4.8 Responsible for reserving exceptional transportation 4.9 Maintain active network of transport sources 4.10 Responsible for reporting to Admin registration requirements for vehicles in a timely manner 5. PREMISES 5.1 Responsible for maintenance of all Tdh premises (offices, sites offices, stocks/warehouses, guesthouses) 5.2 Ensure that the premises are safe, secure and in functioning conditions (including repairs…) and regularly inspected. 5.3 Liaise with Admin in overseeing the handover of premises to and from landlords 6.SECURITY 6.1 Adheres to TdhLebanonsecurity plan 6.2 Participates in on-going monitoring of the security situation 6.3 Participates according to the responsibilities defined in the security plan in the general security management of the delegation and ensures that the tasks under his responsibility are done, including the monitoring of the security boxes, the safety of the premises, the cars, and the functioning of the equipment (communication) 6.4 Focal point for reporting of accidents by drivers and responsible for reporting to security focal point and follow-up with Administration 6.5 Provide requested support to security focal point in terms of planning, preparation and implementation of security plan