Logistics And Procurement Officer

The Log and Procurement Officer is in charge of supervising all logistics aspects of HI programme in North Lebanon Province, to assure the smooth running of material operations and the management of the association’s assets, whilst applying the association’s procurement policy and rules for managing its assets, and ensuring the security of both human and material resources. The Log and Procurement officer duties and responsibilities within HI mine action programme in North Lebanon Province are: Responsibility 1: Manage the program premises (expatriates staff houses, office, operational base) Search and identify the opportunities of rent; Supervise directly the installation of the office (material and equipments, IT facilities, potential works); Supervise directly the general maintenance of the office and the houses; Set up the necessary security systems on the office and the houses; Conduct physical inventory of the premises on a quarterly basis;   Responsibility 2: Manage the supply chain Implement / update (according to the needs) HI procurement procedures on the programme and organise the different stages in the local and regional purchasing of goods and services: market surveys (bid analysis), ordering, monitoring, receipt, conformity checks; Analyse the local market and keep a local suppliers database up-to-date corresponding to HI needs and criteria (quality, price, service, and ethics); Implement / update (according to the needs) contracts with suppliers (check on expiry date, follow up on renewal of contracts, implementation of new contracts) in collaboration with office assistant (administrative preparation of the contracts); Check in merchandise bought by head office: customs controls, conformity checks; Work in close collaboration with the Lebanon Mine Action Center Logistics Department according to the needs; Manage the local and regional transport of merchandise: choice of transport methods and packaging, planning and monitoring of dispatches, administrative and customs formalities;   Responsibility 3: Manage the staff movements and the vehicle fleet Select adapted transportation means according to the program context; Define / update (according to the needs) the rules governing the use of vehicles; Develop (update) and introduce vehicle monitoring tools; Prepare / verify the vehicle follow-up every month, (fuel synthesis, synthesis of cost per km, synthesis of maintenance cost, synthesis of total cost…) according HI procedure; Supervise the global maintenance of the vehicles in link with the drivers, the fuel station, the garage and the rental agency; Supervise the correct use of the log books, and the respect of security driving rules by the drivers; Act as focal point for all actions to be taken following a car incident / accident in link with the Head of Mission;   Responsibility 4:  Stock management To maintain a well-organized store with the materials stored in an orderly and clean way; To maintain well organized records of IN and OUT going of materials, their origin and destination daily in stock cards; To do a quarterly physical counts of all the material in the store; Organise any distribution of merchandise within the projects; Assure the physical management of stock: introduce / update a stock management tool manage the flow of merchandise   Responsibility 5: Team management and communication on logistics aspects of the programme To carry out the training of national and international staff on logistics aspects of the programme: security briefing, the programme’s logistical operating procedures etc. according to the needs; Ensure the consultation and participation of everyone involved in the logistical management of the programme.   Responsibility 6: Assure the administrative and financial management of the programme logistics  Draw up the budget estimate relative to logistics and carry out the budget Follow up for Logistics on a monthly basis in coordination with the finance officer; Create and introduce procedures for conserving documents (guidelines, certificates, originals, contracts, user instructions) in order to capitalize on and preserve them; Assure the filing and archiving of everyday logistics documents.