Logistics and Purchase Officer

THE ORGANIZATION:

Outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity.

Handicap International is changing his name and becomes « Humanity & Inclusion ». HI, Humanity & Inclusion is an independent and impartial aid and development organization with no religious or political affiliations operating in situations of poverty and exclusion, conflict and disaster. We work alongside people with disabilities and vulnerable people to help meet their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights.

For further information about the association: www.hi.org

OBJECTIVE OF THE POSITION:

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

Location: Beirut with frequent movement to the area of intervention

Reports to: Lebanon Logistics Manager

Functional Manager: Logistics Manager

Responsibility 1: Provide support to the logistics department

Aim: Assist the Logistics department in the main Logistics functions

Benchmarks: Quality of support provided, reactivity, and conformity with deadlines

Activities:

Procurement (Primary)

• 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

Fleet (Secondary as backup)

• 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

Stock (Secondary as backup)

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

Equipment (Secondary as backup)

• 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.

Confidentiality is required in all these responsibilities.

Note that this job description must remain flexible; to respond to additional tasks or changes as identified by the line manager.

EDUCATION AND EXPERIENCE:

• Professional diploma or university degree in logistics field or any other relevant field
• Minimum experience in Logistics and purchase (at least one year)
• Possesses a current public driving license
• Previous experience in NGO
• Fluent in Arabic and English, French is a plus
• Understanding of road traffic rules and regulations
• Good oral written communication and presentation skills
• Autonomous in using the basic functionalities of Microsoft office, word, power point, Outlook

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.

Basic salary range for the position : The Logistics and Purchase Officer is going to be paid according to the experience and to HI salary Grid.

Basic Salary USD 1400

Closing date:03/11/2023