Logistic Supervisor - Akkar

- Starting date: February 2022
-Type of contract: Fixed Term Contract for 1 year, renewable
- Activity rate : Full time 100%
-Place of work: Akkar - Wadi Khaled
- Salary : LBP 2,270,000

Main Purpose

Supervising the daily logistics activities and providing maintenance to the MSF equipment, facilities and infrastructures, according to MSF standards and protocols in order to maintain the facilities in perfect conditions and collaborate in the development of the mission.

Accountabilities

•  Monitoring maintenance activities of infrastructures, management of non-medical stocks and equipment according to MSF standards
• Ensuring the check and follow-up of facilities under the line manager's supervision through daily visits to the facilities and reporting any anomalies or problems, evaluation of the rehabilitation needs and following up minor building rehabilitation work according to supervisor's instructions; checking that premises observe security norms and monitoring the consumption of mechanical and electrical vehicles/machines/devices
• Planning together with the line manager the required checks and maintenance activities of energy systems/set-up according to MSF standards
• Coordinating and leading the logistics team under his/her responsibility which includes daily supervision, monitoring of the quality of work and the definition of each person's task, drawing up their working schedules; organizing and leading team meetings; participating in the recruitment of team personnel and attending logistics meetings and accounting for his activities
• Ensuring the vehicle fleet maintenance which includes planning and overseeing timely preventive and curative maintenance of all project vehicles according to MSF standards and Instructing and monitoring drivers on correct driving habits and standard checks

Managing and following up orders which includes collecting logistics orders coming from different departments or health facilities; drawing up and following up orders according to the procedures in force;  providing technical support to the storekeeper, makes local purchases according to MSF supply procedures and ensures reception conditions of freight or arriving material as well as the organization and setting up of materials before its shipment.

MSF Section/Context Specific Accountabilities

SPECIFIC TASKS

1.    Fleet management and supervision

• In close collaboration with the Head Driver, supervising drivers in all their duties; ensuring attention to safety and MSF regulations about vehicle handling and good traffic behavior.
• Reviewing regularly drivers’ performance with the supervision of the Logistics Manager.
• Ensuring all vehicles are maintained in good and safe condition and that drivers follow the vehicle service schedule on daily and weekly basis.
• Planning vehicle check-ups, maintaining and performing regular services in close collaboration with the Coordination Logistics team.
• Monitoring vehicle movements and communication between Drivers and the Radio Operator with the fleet management procedures.
• Preparing drivers’ schedules  
• Ensuring that fuel and service logbooks are properly filled out with regular check on the garage.
• Update fuel oil and submit it to the Log Manager, analyze data and take corrective actions in case of irregularities on monthly basis.

2.    Facility management and asset inventory

• Inspecting the premises and confirming that the base/office facilities are in good working order (water supplies, kitchen, laundry machines, printers, network components, phones and radio communications equipment, roofs, doors and windows and furniture).
• Reporting any defects / problems to the Logistics Manager or the IT/Radio Supervisor, propose corrective and preventive measures.
• Coordinating the fueling of generators and ensuring proper recording of running hours and fuel intake (generator logbook); planning for timely maintenance in collaboration with the head driver.
• Together with the Log Supervisor (Tech), assists the Supply Supervisor with the upkeep of an up-to-date fixed assets inventory as per the classification guidelines of the Logistics Coordinator; reports updates and changes to the Logistics Manager;
• Monitoring the consumption of drinking water and the supply of other (routine/contracted) utility services (parking, hygienic services, garbage collection, newspapers and magazines, pest control, alarm response, guarding/security, gardening etc.) with the assistance of the All-Round Technician.
• Performing the weekly project files backup, liaising with the Logistics department.

3.    Security and safety

• Performing daily supervision of office/clinic guards, both subcontracted (security company) and MSF staff; discussing their shift reports and observations, passing relevant information immediately to the Logistics Manager and the Project Coordinator.
• Ensuring that gate and access policies are properly followed up.
• Supervise the Radio Operator.
• Verifying the working conditions and proper use of VHF radio communications.
• Ensuring the good working conditions of perimeter security (fences, security doors, grills, alarms).
• Following up on the maintenance/inspection of firefighting equipment (extinguishers) and making sure that they are sufficiently available and accessible.
• Ensuring that emergency exits are free and well indicated, with Logistics Manager.
• Ensuring that evacuation plans/instructions are available and known for all locations.
• Preparing incident/accident reports and properly documents any security incidents.

4.    Human resources management

             4.1 Team composition

• Defining the staff required for his/her activity and drafts/updates job descriptions for approval by        the Logistics Manager, regularly discuss team composition and workload.
• Assist with the recruitment of personnel for his/her activity and the replacement of personnel absent (with the support of the Logistics Manager).

           4.2 Managing the team

• Organizing and supervising the work of his/her team members.
• Leading and organizing regular team meetings.
• Circulating job related information within the team.
• Identifying personnel showing potential within his/her team.

           4.3 Individual reviews

• Under the supervision of the Logistics Manager, carrying out annual individual performance evaluation of the staff under his/her responsibility.

          4.4 Ongoing training

• Defining the training needs of his/her team with the project objectives in mind, making proposals to the Logistics Manager accordingly.
• Participating in the training of his/her team by supporting individuals in their work.

5.    Logistics administration and reporting

• Assisting the Logistics Manager with the follow up of logistics budgets, expenses/realization and the preparation of the monthly cash request.
• Providing input and advice about the annual budget and budget revisions.
• Attending the weekly planning meetings, taking notes and reporting if necessary/requested.
• Providing a monthly activity report including a planning for the next month.

 Requirements

Education

Essential: Secondary education and formal technical training diploma/degree

Desirable: degree in humanitarian logistics, commercial- or business management

Experience

Essential: at least five years of relevant experience in technical logistics or related fields, of which at least two in supervisory/managerial positions

Desirable: previous experience with MSF or other NGOs

Languages                      

Essential: English and Arabic language

Knowledge

Essential computer literacy (word, excel),

Competencies

• Results and Quality Orientation
• Teamwork and Cooperation
• Behavioural Flexibility
• Commitment to MSF Principles
• Stress Management
• People management