Supply Chain Supervisor

Première Urgence – Aide Médicale Internationale is a not-for-profit, non-political and non-religious NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity. PU-AMI’s involvement in the Syrian Crisis is strong, with a wide range of programs implemented in most of the countries affected by the conflict.   PU-AMI’s main objective in Lebanon for the years 2015/2016 is to provide a protection-based holistic response, covering the basic needs of refugees and host communities in Beirut, Saida, Mount Lebanon and Akkar districts. A multi-sectorial portfolio of activities (Psychosocial, Education, Health, WASH, Food Security, Infrastructure, Shelter Rehabilitation and IS/CS Management - Protection) is addressing refugees and host population’s vulnerabilities, by enabling individuals and communities to achieve respect for rights in safety and dignity.   PU-AMI is also seeking more sustainable and cost-efficient modalities of implementation, mainly by building partnerships with local organizations and existing public entities, which will contribute to bridge the humanitarian assistance delivered to refugees with specific community support projects, in order to strengthen the social cohesion between communities.   Consequently, PU-AMI’s 2015-2016 Country Strategy is based on 2 programs: -        A Humanitarian Assistance Program: providing a protection-based humanitarian material assistance and services to the most vulnerable refugees and people affected by the Syrian Crisis. -        A Resilience Program: developing and strengthening community-level infrastructures as well as supporting household-level economic empowerment and well-being, with regards to specific poor and vulnerable groups, including women and people with disabilities.     POSITION GENERAL INFORMATION   Position: Supply Chain Supervisor Based in: Akkar Base (Halba)   Supervision   Under the direct supervision of:              Logistics Manager Supervision of  :                                               Procurement Officer, Storekeeper Under the overall supervision of:            Field Coordinator     OVERALL MISSION   General objective The Supply Chain Supervisor is in charge of the overall management of the supply chain (supply, storage, transport/dispatch of items and materials) at base level. The Supply Chain Supervisor works under the direct supervision of the Logistics Manager.   The Supply Chain Supervisor position’s major objectives are to properly achieve the following global tasks:  Supply all items required by the authorized staff of the base, in compliance with PU-AMI procurement and storage procedures  Manage the supply chain team: procurement officer, warehouse officer, storekeeper   Responsibilities and tasks   1.      Procurement Management   To supply all items required by the authorized staff of the base, in compliance with PU-AMI procurement procedures   To provide feedback and guidance to the project managers regarding the procurement procedures and purchase files before submitting them to the Coordination   To edit, validate with concerned managers and follow all purchase files for the base, in coordination with the other bases if necessary   To verify, update and archive all purchase files   To issue the Purchase Request follow-up at base level (weekly and monthly)   To compile, check and clean all procurement related archives prior to sending them to Coordination   To capitalize on the supply work done through markets studies, editing of catalogs, price lists, availability and other tools if necessary   2.      Management of transport of goods   To manage reception, transit and delivery of all items requested and purchased   To be the focal point for rental of trucks and other vehicles linked to the implementation of programs activities of the base (bobcat, forklift, bulldozer etc.)   3.      Storage (goods for the program implementation)   To select storage locations for the base and create a plan for the development and security of these sites   To regularly inspect the storage facilities in order to assess the work needs   To follow on storage facilities costs (rental, maintenance, insurance…) and participate in the design of the needs, in accordance with the financial resources   To ensure the material is stored under suitable conditions, stock control is effective and monitor expiration dates   To ensure procedures are followed for the dispatch of items (out of stock, in stock, update of stock card, waybill and good receive note)   To see that all documentation linked to stock is complete and correct   To supervise monthly the physical stock inventory   To do a complete storage reporting every month and share it with the technical coordination and operational teams concerned   4.      Financial Management   To follow up the financial aspects of the project (Budget Follow Up) regarding supply chain-related expenses, with the support of the administration manager   To support the management in the budget making process for new projects regarding logistics expenses   5.      Documentation, Coordination and Reporting   To ensure a good documentation follow-up and archiving   To work with the program teams in order to clarify their needs and ensure a good understanding of PU-AMI procedures in order to optimize the work between the teams to reach maximum efficiency of the supply chain.   To centralize all the reports linked to the supply chain domain and share them with all concerned parties in a timely fashion   To ensure regular communication with the Logistics Manager on all aspects of the supply chain.   Be pro-active in the stock supply and management to guaranty a proper running of the procurement, storage and distribution to programs   6.      Human Resources Management   To support, in collaboration with the HR team, and under the supervision of the Logistics Manager, the hiring process for supply-chain staff at base level, (drafting job descriptions, sorting resumes and conducting interviews)   To conduct appraisals every six months for the supply-chain staff   To solve team conflicts in the supply chain staff, if any, and ensure team building   Build capacity and train staff on supply-chain topics when necessary   To ensure the application of disciplinary procedures in accordance with PU-AMI’s HR policy under the supervision of the Logistics Manager The tasks and responsibilities defined in this job description are not exhaustive and can evolve depending on the project needs.   QUALIFICATIONS   Mandatory requirements   Language Skills: Fluent in Arabic and English, (speaking/ reading/ writing) Education Degree: University degree in logistics or a related field Work experience: 2 years professional experience in a logistics or supply chain function, preferably in an NGO Computer skills: Good skills in networking and Internet. Very good knowledge in Microsoft Office (Word, Excel, Outlook) Other  requirement Valid driving license (For minimum 1 year)   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 officers -         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 and under pressure -         Motivated and dedicated to his/her job