Logistics Officer - German Red Cross

Organizational Context

In 2012, after a few unilateral collaborations in different countries in the MENA zone, German Red Cross established its Regional Office in Beirut. Currently the office provides support to GRC 9 country programs in the region that are implementing Emergency Relief, Cash, Health, Organizational Development and Disaster Risk Reduction programs both bilateral and multilateral (actually 65 active projects). The team in Beirut is composed of about 15 colleagues in total (nationals and internationals).

Job Purpose

The Logistics Officer (hereinafter the Officer) reports administratively to the GRC Regional Logistics and Procurement Senior Officer and technically to the GRC Logistics Department team in the HQ. Based in Beirut, the Officer provides support to the Regional Office and all the GRC programs and offices in 9 countries in the MENA Region.

The objective of this assignment is to carry out, coordinate, support and advice on the GRC logistic operation and basic IT tasks in the GRC active countries in the MENA Region to ensure the efficient and effective delivery of logistics and procurement services.  It is envisaged that the Officer will travel to the countries required to develop and guide the GRC logistic resources. 

Job Duties & Responsibilities 

1. Oversight of procurement and logistics conducted by RC/RC National Societies (NS)

• Monitor, support and seek to ensure that NS adhere to relevant procurement regulations (their own or GRC’s) and ensure the efficient and effective delivery of logistic and procurement actions for goods and services, in close coordination with the respective GRC Country Team.
• Ensure that the NS submits all procurement and logistics-related documentation required by GRC.
• Support the NS in the set-up of project-based procurement plans.
• Advice GRC country teams on logistics planning, support to and collaboration with NS.

2. Direct implementation of procurement and logistic operations

• Support and maintain a well-functioning GRC logistic and procurement operation in MENA Region in close coordination with the Head of Office and relevant Country Teams.
• Maintain quality hard copy filing of all MENA procurements and soft copy filing on the information management system.
• Ensure compliance with GRC standard operating procedures (SOPs) and procurement regulations, as appropriate.
• Initiate, follow-up and document direct procurement processes with international and/or local suppliers and with the respective GRC Country Teams and GRC HQ
• Look for solutions to the timely import and transportation of relief goods into hard-to-access locations in the region, through any appropriate agency that has the requisite legal status, in cooperation with the respective NS and in coordination with the GRC Country Teams delegates and the GRC HQ.
• Stay abreast of new GRC and/or partner procurement guidelines and inform relevant GRC staff accordingly.

3. Support to GRC MENA Office

• Maintain an updated asset register of all the GRC equipment in the MENA Office and each country and periodically check that this corresponds with the data held by the Finance Department in Beirut.
• Provide daily IT support as well as technical assistance with (mobile) telephones and office equipment for the staff of the GRC MENA Office and maintain a close relation with suppliers. Upon request, support the GRC offices in other operational contexts offices.
• Support the emergency communications network of GRC in the MENA Region, based on functioning and regularly tested satellite phones held in the MENA Office and the Country Teams.
• Support the Admin Officer in liaising with IFRC related to logistics, procurement and IT issues.
• Support as requested and participate in relevant GRC meetings, workshops, and courses, etc.
• Provide logistical support for other GRC MENA Office staff if requested, and perform any other task assigned by the Senior Logistics Officer.

4. Local Procurements

• Responsible to maintain an updated list of suppliers, and act as focal point for suppliers
• Request quotations, and produce Competitive Bids Analysis according to the GRC Rules and Regulations.
• Oversee the full process of approval, delivery and payment of the procurements, and ensure adequate documentation and filing
• If needed, act as the GRC-logistic focal point for Lebanese Red Cross (LRC), as well as for other movement partners, in close coordination with concerned GRC Country Manager.

5. Short-term missions

• Travel to countries in the MENA region upon request by the respective Head of Office, in order to create or reinforce the local logistic teams in terms of procurement, fleet management, warehousing, supply chain, and inventory.
• Conduct trainings to improve NS capacities upon request.
• Analyze the logistic structure, formulate recommendations and and draft a country logistics strategy accordingly to the needs in coordination with the Regional Logistics and Procurement Senior officer.

6. Fleet Management

• Regularly check and ensure that GRC vehicles are in good condition
• Responsible for the management of the fleet; follow up closely with IFRC to make sure that regulations are put in place and followed and liaise with the responsible of IFRC concerning repairs and improvements.
• Prepare the monthly report of private use of cars and share the outcome with concerned personnel.

Education

•  University Degree in Business Administration or Logistics relevant major - Preferred

Experience

• 5 years of professional experience in similar post - Required 
• Experience in dealing with suppliers and procurement - Required 
• Full driving license and willingness to drive independently - Required 
• Experience in RC/RC movement - Preferred
• Experience in humanitarian operation - Preferred

Knowledge, Skills and Language

• Strong communication skills - Required
• Organization and planning skills - Required
• Ability to work under pressure - Required
• Commitment to the International Red Cross & Red Crescent Movement - Required
• Flexibility - Required
• Pro-active and highly organized - Required
• Fluently spoken and written English - Required
• Good command of another IFRC official language (French, Spanish or Arabic) - Required

Competencies and Values

• Accountability
• Integrity
• Diversity
• Professionalism
• Teamwork
• Communication