Logistic Facilities Assistant

Based in Beirut, under the supervision of the Logistic Officer, you will organize and ensure an efficient logistical support of offices, guest houses and fleet management; following HI procedures (Fleet, offices and apartments’ management, general logistics such as procurement, welfare purchases, technical repairs and stock supervision where applicable).       1.       Logistic tasks ·Global management of Beirut offices (National and Regional) in term of welfare purchase, stock management (where applicable) and general Logistics management under the scope of your global objectives. ·Overall management of the fleet in Beirut and between the bases: trip requests, weekly movement plans, accommodations...etc. ·Ensure a smooth supervision of the drivers in Beirut, the cleaners and the maintenance operator according to HR policies and Internal Regulation (weekly meetings, motivation of the team...etc.). ·In charge of international movements’ responses and managing arrivals’ accommodation, mobile envelopes and briefing concerning the fleet policy, premises and offices used. ·Guarantee a smooth coordination and communication with the all departments regarding operational issues. ·Improve in good collaboration with the Logistics Officer the fleet management, the movement planning, the offices and the guesthouses needs, the relative purchases and ensure their application. ·Prepare a monthly report to his/her line manager regarding: Fleet, premises and offices, all operational issues.   2.       Premises and offices management ·Ensure that the Maintenance Operator and the Cleaners comply with HI rules and procedures. ·Supply Gas and drinkable water in the offices and guesthouses. ·Supervise and prompt your line manager about the needed maintenance reported by the maintenance operator in guesthouses and offices for direct action. ·Make sure that the offices and guesthouses are kept clean at all times. ·Plan the request in advance for all welfare stock material needs in offices and accommodations. ·Inventory set up/follow up of the premises and offices. ·Follow premises contracts in close collaboration with the administrative department.   3.       Fleet management ·Ensure that drivers comply with HI rules and procedures. ·Organize and communicate the Weekly Movement Plan based on the movements validated by the Field Security Officer. ·Collect and report the required information related to the movement tracking. ·Make sure that each HI vehicle is equipped with the necessary items and documents. ·Check the vehicle log books are in place and are properly used. ·Follow up the daily and weekly checks consistently. ·Report the needs of vehicle maintenance services to his/her Line Manager in order to plan for it. ·Communicate the security information to the drivers upon request from your Line Manager. ·Brief every driver on his/her duties and security rules. ·Organize monthly meetings with the drivers to share information and to perform briefings according to needs.   4.       Purchase management, in collaboration with the supply assistant and under supervision of the Line manager ·Purchase items needed for premises, offices and the fleet with the respect of Handicap International procurement procedures. ·Identify suppliers, and collect quotations according to the needs. (Needed information to be highlighted on the quotations) ·Ensure the quality of the purchase and the delivery deadlines. ·Give all necessary information on suppliers and items, to the supply assistant. ·Ensure the collected documents are compliant with HI procedures: supplier stamp, signature...etc. ·Give all documents to the assistant logistician for compilation and checking. ·Make sure to always consider value for money having in mind quality and sustainability of the goods. ·Check the merchandise purchased for quality and quantity, control the conformity of the goods and request technical validation by Budget Holder if any doubts. ·Prepare the weekly treasury planning in collaboration with supply assistant under the supervision of Line Manager and send the request to the Finance Assistant (when necessary). ·Report any problem in the process to line manager.   5.       Stocks management (physical management) ·Ensure the respect of HI stock management procedure. ·Coordinate the reception of the local freight at office with supply assistant (where applicable) ·Ensure the security and the follow up of the equipment used on the mission (identification, inventory, affectation, equipment files) where applicable in your scope of work.   6.       Reporting ·Provide the line manager a weekly activity report and forecast related to the weekly objectives achieved. ·Edit the weekly meeting minutes to his/her line manager, when requested. ·Fill up on a monthly basis, the Fleet and Facilities part of the monthly logistic report.   7.       Security ·Keep aware of the security situation in the area of activity of the mission and the region in which it is located and transmits this information to his hierarchic superiors. ·Report any incident inside or outside the base and working area to line manager. ·Inform his superiors of any information that may affect travel and security. ·In charge of the security and safety of car movements.