Logistics Assistant

PRESENTATION OF HANDICAP INTERNATIONAL Handicap International is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights. Handicap International is a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.   For more details on the association: http://www.handicap-international.org   Handicap International is composed of 3 operational divisions: Emergency Response Division (ERD) Mines Division Development Division   MISSION CONTEXT   The Emergency Response Division in Lebanon was created in April 2012.  The provision of support to health structure is provided directly by Handicap International physiotherapist and technical advisor.  The identification, assessment of the needs, referral and direct provision of services is done trough 18 outreach teams (composed of one social worker as case manager and one physiotherapist supported by 4 psychologists and/or psychosocial workers) and trough 4 fixed points in the communities (in community centers to allow more efficiency reducing the time to reach the beneficiaries). An additional team in Bekaa and North Lebanon will be focusing on the community sensitization, training to humanitarian workers and the identification of potential local partners. In Lebanon, the provision of household essential items including food, NFI and unconditional cash assistance to cover essential winter basic needs of the most vulnerable refugee newcomers will be done in HI area of intervention (54 villages in Central and West Bekaa) through current dedicated outreach teams and distribution teams.     ACCOUNTABILITIES   Line manager: Logistic Manager................................................................................................... Line manager+1: Field Coordinator................................................................................ Supervise:None...……………..................................................................................................... In direct cooperation with: Logistics Manager, Logistics Officer, and Supply assistant.............     RESPONSIBILITIES   Objective 1: Warehouse supervision Activities/Main duties: Optimize permanently the storage space(s) in order to foster the operations of reception, transport, storage, preparation and delivery of the goods; Organize the stocks’ documentation, and the archiving of different files Maintain storage areas and archiving area in a neat and orderly manner at all time. For a proper use of warehouse spaces, request equipment or furniture whenever needed; Maintain the security of the goods and the persons working in the warehouse; Communicates with his line manager on all issues concerning the storage of the goods; If needed, edit maximum and minimum level for all the goods in stock. The buffer stock should be defined by the Log Base and the PM Inform the line-manager about level of goods in the stock according to the average   Objective 2: Reception of goods. Activities/Main duties:       Be in charge of the reception of goods according to Handicap International policies; Work closely with the Program officers/manager and the Log Supply assistant to plan the good reception of goods and their allocation in stock; Maintain reception, quality control and follow up of the items delivered by supplier or other bases; Prepare and fill all documentation regarding IN and OUT movements of goods and update stock cards and stock report accordingly. Maintain a proper archiving.   Objective 3:  Preparation of deliveries. Activities/Main duties: Organize the work in line with your manager, to respond to the Program’s needs for transfer of stock between the 2 North bases; Prepare and pack all goods ahead of the shipment; Prepare all documentation regarding each delivery and update stock cards and report accordingly. Maintain a proper archiving. Monitor the supervision of the loadings and unloading of the goods, with the possible support of the drivers.   Objective 4: Administrative follow up. Activities/Main duties: Maintain a coherent administrative follow up of the stock in Tripoli according to HI policy; All items in stock must be registered on stock cards. All movement of items in stock must be registered in the Stock report. All files are updated according to HI policy; Stock reports are updated at all time (consumption, stock movements, stock levels); Make a physical inventory at the end of each month, or upon request; Make sure that all the goods are monitored from the reception till the delivery; Using the adequate HI forms, report any incident to your line manager.   Objective 5: Equipment Management and IT support Activities/Main duties: Implement and comply with the Equipment Management Policy. Participate in the training of users on how to properly use the equipment. Communicate the purchase information + technical information about newly purchased equipment to your LM in order to get the identification code for these equipments. Label all equipment of the base with its identification code. Perform a monthly follow up of the equipment present in the base and report any update to your LM. Preserve the security of the equipment (including shared equipment) of the base. Perform a physical inventory of equipment on a regular basis. Guarantee that all laptops & desktops have functioning and updated antivirus software. Supervise the back-up of HI data from laptops & desktops. Check, if possible, if any maintenance or fixation could be done for IT equipments   Objective 6: Supply Support Activities/Main duties: Upon request from his line manager, the Logistics assistant support the Supply department to collect quotation from supplier. Upon request from his line manager, The Logistics assistant is in charge to archive (soft and hard copy) the purchase folder. During the absence of the Supply assistant or upon request, the Logistics assistant with the support of the logistics manager is in charge of the small purchase (PSR, PO, fill the TSA)   Objective 7: Reporting Activities/Main duties: Report on a weekly and/or monthly basis: TRP Stock balance, Physical inventory result and Stock total value per Donor; Inform both the Program and your line manager upon reception of a purchase order; Report to your line manager any stock discrepancy.    Objective 8: Scanning and Archiving Logistics Files Activities/Main duties: Ensure a proper filing of all the Logistics Files Guarantee on a daily and weekly basis that the supply assistant provides you with all the new files and documents done by him. Ensure all the files are properly organized in folders and properly archived. Make sure that all the Purchase files (PSRs, POs, Invoices, Receptions etc..) are properly scanned and updated on the Dropbox.   REQUIREMENTS   Bachelor Degree in Business Administration, Logistics Experience 1-2 years in similar field NGO experience is an asset Organizational Skills Computer skills (Microsoft office)                    Strong communication Skills Punctual and organized Person     JOB CONDITIONS Remuneration: According to HI salary grid Starting date: ASAP Duration/ Type of contract:  Till the end of the Project............................................................................................... Social insurance:Covered by Handicap Internationalccording to HI salary grid............................................................