Logistic Officer

He/She supervises logistics activities in full respect of SIF procedures, notably in following areas: procurement, storage, distribution, maintenance, information flow and team training and management. He/she makes sure that information regarding logistics is transmitted accordingly. Procurement: Make sure that item asked is conform to a real need Follow the proper order, the purchase, and transportation then unload in stores Follow the purchases within the entire mission (all offices in Lebanon)   à Related Tasks Check that purchase order forms are filled properly. Ensure that SIF purchase procedures (Purchase Order form, Quotation) are respected. Update the monthly list of price Update the list of suppliers Update the Excel file of the monthly procurement Ensure that purchases are done or that it was forwarded to another base. Check that advances given for the purchases are justified by invoices and proper purchase documents Check that quality of the items purchased by asking the advice of the user if needed.   Transportation of goods Organize the transports of goods to other sites in collaboration with Logistics Coordination Follow and prepare the trucks arrival from other bases. Put in place the handling operation to unload and store the goods in good condition. Establish a claim at the delivery of goods if necessary   Stock management: Theoretical storage with accuracy of information, Physical storage with goods movement and proper stack this taking into consideration security for the goods and the staff à Related Tasks Ensure the management of the stock Checking coherence of inventories sent by the bases and make physical check while visiting the bases.   Decide to adjust the period of the inventory check according to the situation. Generate and follow proper computed inventory of the stock. In collaboration with logistics coordinator, sets up, adjust and improve the follow up tools to manage the logistics activities (log book, check list, inventories, release order forms…) Assess the storage area and suggest changes if needed   Supervise reception of all materials and check and validate properly the waybills, Estimate stock capacity according to purchase order that is done, estimate additional space for the shelves and pallets for future orders.   Distribution: supervise outgoing of goods à Related Tasks Control that a waybill and a packing list is properly filled whenever some goods are shipped. Ensure that stock cards are updated whenever some goods are used or distributed.   Plan and forecast transportation needs for all activities   Maintenance : Supervise maintenance work regarding all equipments and premises. à Related Tasks Ensure that the compound (office, place of living, kitchen and store) is always kept tidy and clean. Regularly check the good condition of the compound and proceed to any rehabilitation, reparation when required. Follow up water/electricity/fuel /gas supply of the base Follow up cars movements. Follow up the good use of the equipments (cars, motorbike, computers…). Calculate and follow up the monthly consumption of each vehicle, generators (fuel, oil). Plan and follow up cars and generators, equipment maintenance Forecast and purchase spare parts and all other materiel or tools related to the maintenance of the equipment and premises.   Security Management Ensure the respect of the security guideline adopted on the mission, the good functioning of the relative tools and process and the correct use and acknowledge from all the members of the mission (national & international staff) in close links with Country Director; Follow the news/security events closely and inform the Security Coordinator of relevant updates Attend to interagency security meetings in absence of the Log/Secu Coordinator Ensure that every single incident is reported as fast as possible to the Head of Mission and Secu log coordo   VHF/HF Communication: Ensure radio check is carried out and material functions. à Related tasks Proceed to the daily radio checking with SIF other bases Ensure the communication link through HF/ VHF radio with SIF team working outside the office Insure the good functioning position of all SIF communication means (handset, Thuraya, VHF, HF) Fill in all the logistics documents and communicate them to Deputy Logistics coordinator and Logistics coordinator. Do a daily feed back to Base coordinator; inform him/her about any logistics issue that occurred at the Base logistics activities.   Any other tasks may be required for the running of the projects   Capacity-building Participate actively in the training courses recommended by SIF, and share new skills and knowledge with his/ her team or colleagues Inform his/her supervisor about identified training needs and training opportunities on his/ her job related matters Co-operate in the supervision of partner organizations according to SIF partnership agreements Provide regular training to all the driver on driving rules, security on the roads and safety rules Assist  the Security Coordinator in training all staff (on SIF guidelines and security context of Lebanon/Syria Assist & follow up on updating all staff on new security measures taken by SIF   2. Required knowledge, skills and personal features: Good Arabic and English  / French,  read, spoken, written Strong knowledge of logistics and the supply chain management. Basic knowledge of electricity and engines. Know and respect SIF and Humanitarian donors purchasing rules and validation process. Very good skills in computing (hardware and software - Microsoft Word, Excel and Outlook Ability to manage good manual works Mechanics skills Very good organizational skill Ability to manage a team Ability to prioritise the tasks and delegate some   Personal features: Rigorous and honest, motivated, well organized, respect of schedule and deadline, diplomatic and ready to receive request from any other staff and respond professionally.