Logistics & Coordination Officer

 
 
Heartland Alliance for Human Needs & Human Rights
 
Logistics and Coordination Officer – Lebanon
Job Description
 

Job Classification: Logistics and Coordination Officer
Reports To:                           Finance Manager
Location:                               Beirut, Lebanon
Closing Date:                        6 September 2013
 
About Heartland Alliance: Heartland Alliance (HA) advances the human rights and responds to the human needs of endangered populations—particularly the poor, the isolated, and the displaced—through the provision of comprehensive and respectful services and the promotion of permanent solutions leading to a more just global society. In Lebanon, HA provides holistic services focusing on psychosocial support, violence prevention, livelihoods strengthening and social cohesion to diverse vulnerable populations affected by the Syrian refugee crisis, including women and girls, Lesbian, Gay, Bisexual, Transgender and Intersex (LGBTI) individuals, and survivors of Sexual and Gender Based Violence (SGBV), torture and trauma.
 
Summary: The Logistics and Administration Officer is responsible for overall administration and logistics support for in-country operations. S/he will undertake a wide range of administrative and logistical support functions including contracting, procurement, asset/property management, vehicle pool management, travel management, security, and maintenance management.
 
Essential Duties and Responsibilities:
 

Develop logistics for trainings and other programmatic activities
Coordinate procurement: maintain records of purchase orders and goods procured, ensure timely hand-over of procured items to relevant staff and/or partners, ensure compliance with financial rules in the procurement of goods and services
Assist FM to administer day-to-day administrative activities and planning of program and budget; assist HA in meeting its financial obligations such as payment of taxes
Supervise the petty cash of all the Centers and ensure that they are kept in accordance with HA Financial Guidelines
Keep updated records of administrative activities and institutional documents
Work with staff as needed to ensure timely submission of project proposals, budgets, annual plans and progress and financial reports
Supervise and monitor the performance and schedule of the drivers, cleaners, repair persons, and other helpers/service providers at the HA office and centers throughout the country
Coordinate with staff at the different locations
Ensure the maintenance and upkeep of the office including the need for repairs, replenishing supplies, payment of utilities, etc.
Develop and maintain inventory lists
Care for travel plans and reservations for incoming visitors or for outgoing staff travel within Lebanon, regionally, or overseas

 
Supervisory Responsibilities: The Logistics and Administration Officer will be responsible for overall support for administration and logistics reporting to the FM. S/he will develop systems to ensure effective operations through the provision of timely, reliable, cost effective and highly efficient administrative and logistical services and support to all divisions and programs. These services shall include office accommodation, transport, communication, furniture and equipment, office and field supplies.
 
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

Education and/or Experience: A Bachelor’s degree in Business Administration or in a relevant business field. Experience in logistics, purchasing and supplies management with sound understanding of NGO Operations.

Language Skills:  Must have written and spoken fluency in English and Arabic or French.

Communication Skills: Listens and gets clarification, responds well to questions and feedback, participates in meetings, effectively communicate utilizing a variety of technologies such as phone, writes clearly and informatively.
Computer Skills:  Proficiency in Microsoft Office, Internet Explorer, Outlook/Exchange; Windows operating systems; and other software routinely used by Heartland Alliance.
Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

 
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

While performing the duties of this job, the employee is regularly required to talk and hear. 
The employee is regularly required to sit, stand and walk.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

 
Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

The employee may be required to remain on Organization premises during breaks and/or meal periods and may be required to stay on Organization premises until their replacement arrives.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions.
The noise in the work environment is moderate.

 
Heartland Alliance makes all hiring and employment decisions without regard to race, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, physical or mental disability, sexual orientation, sexual identity, immigrant status, political affiliation or belief, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the Organization's AIDS Policy Statement of September, 1987. Individuals with disabilities requiring accommodation should contact the Employee Services Office at (312) 660-1431.
 
To apply please send Cover Letter and CV to Noora Elkoussy at [email protected]. No calls please.