Logistics Manager (Structure)

Logistics Manager   Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non religious humanitarian 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. Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus, Asia and the Caribbean to cover the needs of populations affected by conflict, natural disasters or economic crises. PU-AMI in Lebanon has been implementing emergency and recovery projects in Water, Sanitation and Hygiene, in Shelter Rehabilitation, Health and in Livelihood Recovery sectors.   POSITION GENERAL INFORMATION   Position: Logistics Manager Based in: Saida   Supervision Under the direct supervision of:        Field Program Coordinator Under the technical supervision of:    Logistics Coordinator Supervision of  :                             Fleet Supervisor, Assets, premises & procurement Officer Under the overall supervision of:      Field Program Coordinator   OVERALL MISSION   General objective   The Logistics Manager will be in charge of the overall management of the logistics activities linked to Storage, Fleet, Premises and Supply at base level. The Logistics Manager will work under the supervision of the Logistics Coordinator based in Beirut and the Field Program Coordinator (FPC).   The Logistics Manager position’s major objectives are to properly achieve the following global tasks: -  Implementation & follow up of all logistics components  at base level. -  Team management of all the logistics staff. -  Capitalization of all aspects of the logistics outputs in direct link with the Logistics Coordinator.   Responsibilities and tasks 1.      Fleet Management   To be the focal point for rental cars suppliers for the base and to liaise with the Coordination   To ensure that the PU-AMI procurement procedures are well respected in the rental process   To follow the needs in terms of vehicles and insure that needed vehicles are provided in a timely fashion   To participate in drawing up mechanical assessments for vehicle needs and report them to the coordination and car suppliers.   To organize the schedule of vehicle movements and drivers at base level (if no Fleet Officer)   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, filed and monitor   2.  Durable Equipment Management  To consolidate all Durable Equipment needs for the base   To  purchase and follow up the delivery of all Durable Equipment for the base with the support of the coordination (durable equipment needs of the base)   To  prepare, secure, validate and archive all Durable Equipment documents   To ensure procedures are followed for all dispatch of durable equipment (Staff asset form, donation certificate etc.)   To  make sure that all Durable Items are tagged with logistics codes and  properly followed and maintained   To  consolidate and verify the asset list at base level and report it to coordination on a monthly basis   To select storage locations at the office and create a plan for the development and security of these sites   To supervise monthly physical asset inventory     3. Storage (stationeries)   To follow up the stationeries store, consumption and supply   To prepare and facilitate training of logistics’ staff regarding store management activities     4.   Premises management   To regularly inspect the office(s), guest house(s) and other work premises  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   5.      Procurement Management (assets and stationeries)   To supply all items required by the authorized staff of the base, in compliance with PU-AMI procurement procedures   To provide feedbacks and guidance to the project managers regarding the procurement procedures and purchase files before submitting to the Coordination   To manage reception, transit and delivery of all items requested and purchased   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 t base level (weekly and/or monthly)   To  determine a procurement plan for each project with the help of the project managers   To compile, check and clean all procurement related archives prior to sending to Coordination   To  prepare and facilitate training to logistics’ staff regarding procurement activities   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   6.      Financial Management   To follow-up the financial aspects of the project (Budget Follow Up) regarding logistics-related expenses with the support of the administrator   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   7.     Documentation, Coordination and Reporting   Ensure a good documentation follow-up and archiving   Work with the program teams in order to clarify their needs and ensure a good understanding of PU-AMI procedures to optimize the work between the teams   Develop and implement new tools and guidelines   To centralize all the reports linked to the domains of the structure logistics and share them with all parties concerned in timely fashion Ensure a regular communication with the Logistics Coordinator on all aspects of structure logistics   8.      Human Resources   To manage the support logistics staff (drivers, logistics officers, etc.) 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 support logistics staff  at base level when needed   To ensure the continuous general training of drivers and logistics support 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 members of staff that are allowed to drive PU-AMI cars have valid and appropriate documents   To solve team conflicts, if any, and ensure team building   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 logisitics or a related field. Work experience: 2 years professional experience in a logistics or supply function, preferably in an NGO Computer skills: Good skills in networking and Internet. Very good knowledge in Microsoft Office (Word, Excel, Outlook, Powerpoint) Other  requierement -         Mechanical or logistics skills -         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 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