Logistics and Procurement Officer

Handicap International is an equal opportunity employer and particularly welcomes applications from woman and persons with disabilities.

Position’s mission:

Mission: Under the direct line management of the logistics Manager in Lebanon, the Logistics and Procurement Officer has to provide comprehensive and efficient administrative support to the logistics department.

Reporting to: Logistics Manager

Functional Manager: Logistics Manager

Responsibility 1: Procurement (Primary)

Activities:

•          Assist in the procurement cycle in terms of soliciting quotations, and all related functions;

•             Analyse and ensure local market surveys and keep a local suppliers database updated corresponding to the HI needs and criteria (quality, price, service, ethics etc.)

•             Make sure to always consider value for money having in mind quality and sustainability of the goods.

•             Implement procurement procedures for HI and organize different stages in the local purchasing of goods and services (market, surveys, ordering, monitoring, receipt, conformity checks etc)

•          Process the orders and ensure their follow-up and provide feedback to the applicant and inform his/her manager in case of problem. (Through HI procurement software)

•             Ensure the adequate filling of purchases files: signatures, presence and validity of the documents (through HI procurement software)

•             Follow up all the purchase files of HI local partners in order to ensure that it respects HI’s procurement procedures. In case of any discrepancy, you will inform Line Manager (as much as possible in writing).

•             Ensure payment to the suppliers in link with finance department according to the invoice brought by the purchaser and suppliers.

•             Draft and establish contracts/agreements through proper procurement processes in collaboration with logistics manager

•             Ensures the correct procurement procedure is apply according to the threshold amounts.

•             Ensure the filing and archiving of all procurement documents

Responsibility 2: IT management (Primary)

Activities:

•          Ensure that Equipment and IT Management Policy is implemented, understood and respected.

•             Be the focal point for IT related issues and requests

•             Be the focal point with external service provider for IT.

•             Ensure proper installation, follow up and upgrade of IT equipment (hardware, software, network, back up, security systems and devices).

•             Setup new user accounts and email accounts (in collaboration with line manager)

•             Install, troubleshoot, repair, update and maintain workstations and laptops.

•             Install, maintain, troubleshoot printers/copiers, and update operating systems and user applications.

•             Proactively schedule software upgrades and patching in liaise with IT service provider.

•             Assure that all software on HI equipment is licensed and keep record of licenses.

•             Track license and support contracts to include notification of renewal timeframe to management

•             Provide technical assistance to HI Finance team in configuring NAVISION software

•             Monitor network to ensure network functionality and availability to all system users.

•             Support existing/new server/s and administer access rights for all users in the office.

•             Maintain and configure firewalls

•             Maintain local and server based anti-virus software.

Responsibility 3: Fleet (Secondary as backup)

Activities:

•          Check the vehicle log book in accordance with HI policies and procedures

•             Check the vehicle conditions after each trip/ routinely – report needs and problem to supervisor;

•             Responsible for safekeeping of all vehicle equipment’s, tools first aid kits, spare, etc;

•             Keep the vehicle clean and ready to use at all times;

•             Cooperate and be of assistance to staff and visitors;

•             Daily organization/ Dispatch of trips by preparing daily movement plan

Responsibility 4: Stock (Secondary as backup)

Activities:

•          Oversee the receiving, storage and dispatching of supplies and project materials to the respective project sites

•             Monitor stationery and supplies, distributes stationary, supplies and keeps a log of distribution.

•             Ensure that all records including inventory lists, stock cards & bin cards of HI items and equipment are updated and easily available to authorized users

•             Check that proper documentation (Export docs, waybills, packing lists, etc.) are completed and accompanying all consignment dispatched to the field

•             Maintain accurate stock control and records at all times, conduct monthly physical stick

•             Make sure all facilities used of warehousing are secure, properly organized

•             Ensure that at all times the warehouse is tidy and clean

Responsibility 5: Equipment (Secondary as backup)

Activities:

•          Ensure that equipment such as cameras, projector, radios, sat phones not in use are securely locked down when not in use.

•             Ensure proper handover. Including signatures, for all equipment allocated to HI employees.

•             Ensure the compilation of all relatives document of equipment management as per HI policy (Loss and damage certificate, Donation certificate, Sale of equipment certificate, etc)

•             Assist the Logistics Officer in ensuring that all records are tracked in the EMC.

•             Stick the HI equipment number on every new equipment

•             Provide basic support to maintenance of equipment, such as change printer cartridge, clear paper jams, verifying equipment state, re-plug cables as necessary;

•             Support the logistics department in any other tasks that may not be described in the job description and yet may participate to the achievement of the settled objectives within the individual action plan.

Note that this job description must remain flexible; the list of tasks set out above is not exhaustive and is subject to changes resulting from the diversity of Handicap international activities to respond to additional tasks or changes as identified by the line manager.

Education:

• Essential: Professional diploma or university degree relevant field.

Experience:

• Essential: Minimum 2 years’ experience in purchase and/or Logistics
• Essential: Previous experience with NGO

language:

• Essential: Fluent in Arabic and English
• Desirable: French

Computer skills:

• Essential: Microsoft Office (Word, Excel, PowerPoint, Outlook…)
• Desirable: knowledge in procurement software (Link or any other software)

Other:

• Understanding of road traffic rules and regulations
• Good oral written communication and presentation skills
• Autonomous in using the basic functionalities

PROFESSIONAL STANDARDS:

HI workers must adhere to the values and principles outlined in HI Code of conduct. In accordance with these values, HI operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child. Safeguarding, Anti-fraud, bribery, and corruption.

Handicap International is an equal opportunity employer and particularly welcomes applications from woman and persons with disabilities.

Basic salary ranges for the position: Logistics and Procurement Officer is going to be paid according to the experience and to HI salary Grid.

Basic Salary Starting 1700USD

Closing date: 01-Jan-2025

Interested candidates send their CV to recruitment@lebanon.hi.org with the subject “L&P-25”

Application should include CV and motivation letter. Applications received after the deadline will not be considered.

Only shortlisted candidates will be contacted.