Logistics officer

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 Officer
 Component: General Logistics
 Based in: Akkar
Supervision
 Under the direct supervision of: Logistics Supervisor
 Under the technical supervision of: Logistics Coordinator
 Under the overall supervision of: Field Coordinator
OVERALL MISSION
General objective
The Logistics Officer has to ensure and support the logistics activities at base level.
The Logistics Officer will work under the direct management of the Logistics supervisor based in Halba and under the technical supervision of the Logistics Coordinator.
The Logistics Officer position’s major objectives are to properly achieve the following global tasks:
 Implementation & follow up of all logistics components related to the base, espevially the supply chain.
 Supply all items required by the authorized staff of the base, in compliance with PU-AMI procurement and storage procedures.
 Capitalization of all aspects of the logistics outputs in direct link with the Logistics Manager.

Responsibilities and tasks
 Supply-Chain and procurement: - To supply all items required by the authorized staff of the base, in compliance with PU-AMI procurement procedures from request to payment.

- To edit, validate with concerned managers and follow all purchase files for the base.

- To verify, update and archive all purchase files.

- To issue the Purchase Request follow-up at base level (weekly and/or monthly).

- To compile, check and clean all procurement related archives.

- To capitalize on the supply work done through markets studies, editing of catalogs, and other tools if necessary.

- Control quality and quantity of the purchased items according to the requester’s specifications

- Ensure compliance with administrative procedures for the management of advances and payment of suppliers

 Store management:

- Stand as the focal point for all issues regarding the warehouse for the base

- Ensure the formal communication linked to the store within the base

- Manage and organize the reception, storage and shipping of all supplies at the warehouse

- Ensure all requests of stock are sent and delivered to the requesters (project managers) in a timely manner

- Communicate all delays or variances in inbound/outbound freight to the appropriate parties

- Monitor the quality of products at the time of reception, in coordination with the Logistic Manager.

- Regularly monitor the quality of products during storage. Pay special attention to expiration dates (if applicable)

- Plan warehouse layout and space requirements (to prevent loss or damage and achieve warehouse optimization) and organize the implementation

- Supervise the team of daily workers in charge of transport and storage activities

- Ensure the recruitment of daily workers for logistics needs.

- Ensure the daily workers attendance follow up and edit the attendance sheets

- Ensure the payments of daily workers

- Ensure daily workers have all required safety equipment (safety shoes and gloves).

- Contact required transporters for deliveries and transport

 Fleet Management:

- To assists the Logistic Manager to ensure all administrative documents are available for all the vehicle of the fleet and monitored

- To follow all costs related to the fleet (rental contract, maintenance, etc.)

- To supervise the Drivers in the organization of the schedule of vehicle movements and drivers at Halba base level.

- To ensure the proper ordering, dispatch, use and follow up of Fuel cards and logbooks.

- To participate in the fuel consumption and mileage data monitoring and consolidation.

- To participate in the follow-up of the use of vehicles, damages and issues report.

 Equipment and premises

- 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 update follow-up tools (assets list, staff asset forms, assets card, etc.)

- To control the dispatch of equipment on the base according to the needs

- Make sure the assets are properly identified, maintained and maintenance intervals and procedures are respected

- Regularly inspect the base offices and living accommodation and follow up the office/GH maintenance if any (repairs, paintings…). Set-up the proper logistic process (procurement and stock) to guarantee availability of items required (stationaries, cleaning materials, etc.)

- Fill the monthly stock report by auditing and coding all durable equipment in the office and guesthouse if any

- Monitor the storage facilities and infrastructure both from inside and outside: locate damages and propose the necessary repairs to the manager

- Organize and supervise cleaning (and regular disinfection if necessary) of storage spaces

- Introduce protection against insects and pests and apply treatment upon the first sign of infection

- Ensure adequate ventilation and hygiene of the storage premises

- Ensure the equipment and machines used by teams are cleaned before returning to the store

- To follow up all contractual aspects of all premises and payments

- To prepare and facilitate training to staff regarding premises

 Financial Management

- To draft cash forecast in link with the logistics activities.

- To help prepare Monthly Financial Follow-Up with the Log Manager

- To draft budget and suggest tools for rationalizing logistics costs

- To support the management in the budget making process for new projects regarding logistics expenses (supplies, cost of procurment…)

 Documentation, Coordination and Reporting - Gather all logistics documents as a complete file and transfer them to the logistics managers - Ensure a good documentation follow-up and archiving. - To centralize all the reports linked to the logistics domain and share them with all parties concerned in timely fashion. - Give daily report to the logistics supervisor about the progress of the logistics activities progress. - Regularly meet with the other supply-chain and/or program teams in order to organize and plan the next deliveries and distribution plans and anticipate needs and challenges - To archive and centralize logistics files related to procurement, fleet, premises, warehouse and assets

 Security - Report potential fleet or security incidents to the Logistics Supervisor - To follow up the security equipment if any - To understand and obey traffic law and regulations
The tasks and responsabilities 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, management or a related field.
 Work experience: 4 years professional experience in a logistics function, preferably in an NGO
 Computer skills: Good skills in networking and Internet. Very good knowledge in Microsoft Office (Word, Excel, Outlook)
 Other requierement
- Mechanical or logistics skills
- Valid driving license (For minimum 2 years)
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