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. In close respect to humanitarian principles, PU-AMI promotes humanitarian access and dialogue with all components of the civil society in Lebanon, and delivers assistance based on the needs, regardless of religion, politics, and ethnic matters. 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 Health, Water, Sanitation, Hygiene, Shelter Rehabilitation and in Livelihood Recovery sectors.

Job Description:

1. GENERAL OBJECTIVE

The Logistics Officer supports the Deputy Logistics Coordinator in the planning, implementation, and follow-up of procurements. S/he provides technical support and recommendations to improve the efficiency of the purchasing process at the mission level and serves as a focal point for medical procurements.

2. RESPONSIBILITIES AND TASKS

ROLE AND RESPONSIBILITIES

• Thematic n°1:  Procurement Planning and Strategy
• Thematic n°2: Purchases at Coordination Level
• Thematic n°3: Internal and External Audits
• Thematic n°4: Archiving and Reporting 
• Thematic n°5: Fleet Support

SPECIFIC OBJECTIVE AND LINKED ACTIVITIES 

1. PROCUREMENT PLANNING AND STRATEGY

• Drafting of Procurement Plans, in line with internal and donors’ guidelines.
• Review the Procurement Plans monthly in coordination with base teams, verify that they match actual procurement implementation and forecast, and update them as necessary.
• Consolidate and share updated Procurement Plans as required.
• Capitalize, regularly update, and share procurement data, using the dedicated tools (suppliers list, price list, procurement validation follow-up, etc.). 

2. PURCHASES AT COORDINATION LEVEL

• Identifying and quantifying the needs for centralized purchases, in coordination with the bases.
• Support the Manager in procurements centralized at coordination level for the bases, in line with internal and donors’ regulations, and dispatch the goods purchased to different departments such as health, shelter, etc.
• Support the manager in the implementation of market studies and large procurement procedures at mission level (Call for Tenders, Call for Expression of Interest, etc.). 
• Review and submit purchase files requiring payment for the finance department. 
• Verify the compliance of the procurement files with regards to internal Procurement Procedures and Donors guidelines
• Serve as the focal point for all medical procurement activities across the mission, including preparation of procurement files and follow-up on deliveries and all stages of the procurement process. Support the updating of the Country Procurement Framework (CPF) market database, including the identification and management of pre-approved medical suppliers.

3. INTERNAL AND EXTERNAL AUDITS

• Ensure preparation of internal and external audits.
• Ensure archiving validated procurement files and contractual documents at Coordination level, in compliance with PU-AMI’s guidelines.
• Support the manager in the verification and feedback on the monthly Logistics reports received from the bases.

4. ARCHIVING AND REPORTING 

• Ensure archiving validated procurement files and contractual documents at Coordination level, in compliance with PU-AMI’s guidelines.
• Ensure soft and hard copies are archived according to PU-AMI’s procedures.
• Support the manager in the verification and feedback on the monthly Logistics reports received from the bases.

5. FLEET SUPPORT

• When needed support in Movement planning schedules and follow up at coordination level
• When needed support in coordinating the movement plans of INGOs participating in carpooling fleet initiative.

3. PRIORITIES OF THE DEPARTMENT

• Follow up on emergency/ongoing purchases.
• Follow up on the archiving of the department (soft/hard archiving).
• Follow up on procurement plans.
• Follow up on Medical Procurements

Job Requirements:

Language skills:

• Fluent in Arabic and English (speaking and writing);
• French (speaking and writing) is a plus (Desirable)

Education degree:

• University degree in Logistics or Business management or a related field;
• Diploma(s) and/or training(s) that bring added-value for the position (Desirable)

Work experience:

• Minimum 2 years of experience in Logistics in NGOs;
• Medical procurement is a plus (Desirable)

Knowledge and Skills:

• Familiarity with procurement, warehousing, and distribution processes
• Analytical and problem-solving skills
• Negotiation and vendor coordination skills
• Other: Valid driving license (minimum 1 year)
• Knowledge of shipping documentation, customs procedures, and transportation coordination (Desirable)

Computer skills:

• Microsoft Office Tools
• Familiarity with ERP systems and logistics management software (Desirable)

Requirements of Behavioral Competencies:

• Excellent communication and listening skills.
• Excellent organizational skills and time management skills.
• Detailed oriented.
• Ability to provide high quality of work.
• Ability to set priorities and adapt to changes.
• Able to manage priorities, take initiatives and work without constant supervision.
• Autonomous.
• Good analytical and problem-solving skills.
• Ability to keep confidential information
• Regular travel to other PUI offices in Lebanon and occasional field visits.
• Interested in humanitarian aid.
• Ability to work well in a multicultural team.
• Ability to work under pressure.
• Committed to deadlines.
• Effective stress management skills.
• Ability to delegate and effectively manage a team
• Able to check information; logical mindset.
• Respectful, neutral and impartial attitude.

PUI-AMI Employment Conditions and Benefits:

• Status: A Fixed-Term Contract 
• 40-hour work week from Monday to Friday.
• Monthly Gross Income: 1676 USD based on PU-AMIs internal salary scale. PU-AMI deducts income tax and automatically registers employees to NSSF
• Seniority Allowance of +2% monthly increase of your basic salary after 1st year of employment. Seniority allowance is gradual and grows of +2% every year.  
• Insurance Medical Insurance class B for employee and spouse with a possibility to upgrade to class A based on employee’s contributions.
• Life Insurance
• Workmen Accident Compensation Insurance
• Maternity leave of 100 days
• Paternity leave of 5 days
• Paid Leaves Policy: 24 days of paid leaves per year
• 3 paid Sick Child Leaves per year for employees with children
• 1 day of remote work per week after agreement with the line manager
• Opportunities for career progression and transparent internal recruitment system
• Internal trainings and capacity development opportunities
• Staff wellbeing and inclusion activities

Our Commitments

PU-AMI sees diversity of nationalities, genders, beliefs, profiles and statuses among its employees as a major asset for its humanitarian action and therefore compels itself to the strict observance of the principle of non-discrimination throughout its recruitment process.  

PU-AMI applies a policy of zero tolerance towards exploitation, sexual abuse and mistreatment, in all its forms, of men, women, children and all vulnerable persons. It engages all its staff to promote, disseminate and respect the principles set out in its ethical framework.