Fleet And Procurement Supervisor

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: Fleet and Procurement Supervisor Based in: Halba, Akkar Salary: 1570$ to 1967$/ months (according to the experience, the seniority and the benefits)   Supervision Under the direct supervision of: Logistics Manager Supervision of  : Head Driver & Drivers Under the overall supervision of: Field Program Coordinator    OVERALL MISSION  General objective  Under the direct supervision of the Logistics Manager, the Fleet Supervisor has to ensure and support all logistics activities linked to fleet. He/She has to manage the team of drivers, ensure the formal comunication linked to the fleet within the base and with other bases, draft accurate reports linked to the fleet, give initiatives and ideas to ameliorate the fleet management.    Responsibilities and tasks   1. FLEET SUPERVISION  Cars and transportation -       To be the focal point for rental cars suppliers for the base and to liaise with the coordination -       To ensure the formal communication linked to the fleet within the base and with other bases -      To follow the needs in terms of vehicles and insure that needed vehicles are provided in a timely fashion -      To participate in verification of invoices fort the car rental and fuel consumption -      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 -       To ensure the good respect of PU-AMI transportation procedures and vehicles maintenance -       To ensure that the administrative documents for all vehicles are available, filed and monitored -       To verify that the rental vehicles comply with PU-AMI regulations and needs -       To organize the schedule of vehicle movements and drivers at base level -      To ensure the proper ordering, dispatch, use and follow up of Fuel cards and logbooks -       To monitor the use of vehicles (consumption and mileage, damages, administrative documents) and to consolidate, analyze and report the data for each vehicle -       To report all cars incident to the line manager and to prepare the reports -       To give initiatives and ideas to ameliorate the fleet management   Staff management -       To organize the hiring process for drivers in accordance with PU-AMI recruitment policy -       To manage the drivers, and to organize the drivers’ planning according to the needs in collaboration with the Logistics Manager -       To participate in the continuous general training of drivers and regularly test their knowledge on procedures, security & saftety -       To consult the Logistics Manager for any problem raised or caused by a driver -       To solve team conflicts, if any, and ensure team building. -       To conduct appraisals every six months for the drivers, in collaboration with the Logistics Manager   Reporting & Archiving -       To prepare regular reports on the fuel consumption and cost eficiency of the fleet -       To archive and centralize logistic files regarding fleet   Security -       To share security information with his supervisors -       To follow up the security equipment and guidelines -       To keep the driving staff informed of any security or safety update -       To understand and obey traffic law and regulations.    2. BASE PROCUREMENT SUPERVISION   Supply Chain and procurement for the base: -       Identify suppliers for markets related to PU-AMI’s base needs -       Take part in the analysis of the local purchasing environment -       Identify the necessary procurement documents for a given procedure -       Collect/draft all necessary documents (Excel) and transfer them to the Logistics Manager for validation -       Follow up purchases from request to payment and delivery -       Control quality and quantity of the purchased items according to the requester’s specifications -       Ensure that the format and information on quotes and invoices comply with regulations -       Ensure compliance with administrative procedures for the management of advances and payment of suppliers -       Conduct market surveys and approach suppliers -       Negotiate, sign and follow-up contracts   Reporting & Follow up -       Gather all procurement documents as a complete file and transfer them to the Logistics Manager -       Give daily report to the Logistics Manager and the purchase requesters about procurement progress -       Edit, update, print and have validated the procurement files, folliwing the purchase requests regarding the operations -       File properly and sytematically all the documents linked to procurement -       Update and share on a weekly and/or montlhy bases the follow-up tools regarding procurement (catalogue, purchase request follow-up, etc.)   The tasks and responsabilities defined in this job description are not exhaustive and can evolve depending on the project needs.     QUALIFICATIONS  Mandatory requierements   Language Skills: Fluent in Arabic and English, (speaking/reading/writing). Education Degree: Very good technical knowledge in mechanics -Reporting and data collection skills Work experience: Previous relevant experience in a logistic function and preferably in an NGO Computer skills: Good skills in networking and Internet. Very good knowledge in Microsoft Office (Word, Excel) Other  requierement -         Valid driving license -         Good management skills Assets   Other knowledge: Acquaintance with INGO' rules, procedures and regulations Interest: Work in relief Transversal skills -         Honest and trustworthy -         Reliable, rigorous and well organized -         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