LOGISTICS ASSISTANT, LEBANON

PROJECT:
Retention & Access in Sustainable Education (RAISE) and Food for Thought (FFT) are two 1-year Education projects starting in January 2023 and ending in December 2023. The projects aim to support increased access and retention in education through provision of retention support activities, psychosocial support activities, rehabilitation of physical and public spaces, distribution of learning kits, and collaboration with community-based kitchens to enhance food security of children enrolled in multiple forms of learning. The projects will be implemented in Beirut, North, and South of Lebanon.
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PRIMARY RESPONSIBILITIES:
Job Responsibility #1: Logistics and Office Support: (70% of Time):
• Assists and facilitates the procurement requirements of staff based on the procurement plans and policy guidelines. .Ensures compliance with procurement procedures as per RTP policies and donor requirements
• Supports the program team and Logistics Officer in identifying what goods/equipment needs to be replenished, purchased and/or dispersed.
• Supports Logistics Officer in updating the pre-qualification suppliers list as needed .
• Follows up and coordinates with suppliers e.g. delivery schedules of goods and services. Takes into consideration the quality and timely delivery.
• Remains up to date on the list of preferred suppliers;
• Assists the Logistics Officer, Program Team, and CD in following up and maintaining the procurement plans for the office.
• Ensures invoices received reconcile to purchase orders and matched receipts of purchase orders e.g.: GRN, Delivery Notes and others.
• Prepares purchase orders, ensuring relevant procurement procedures have been applied and all supporting documentation is available and attached.
• Supports program team with clearing and follow up of imported goods from RTP storage.
• Receives inventory and provides timely, accurate stock and inventory reports including equipment-tracking reports as required by the direct supervisor. This includes storage space and condition.
• Prepares appropriate forms for procurement and designation of project and maintenance materials ensuring approval by the appropriate RTP staff, in consultation with the Logistics Officer and Finance Manager/ Officer.
• Assists the Logistics Officer with RTP assets; receiving, coding and registering in the asset register and ensures disposal of RTP assets are carried out according to existing policies and specific donor rules.
• Maintains familiarity with relevant logistics compliance issues as required by policies of RTP, donors and legal statues in order to ensure compliance.
• Ensures that all RTP utility bills and subscriptions are paid on time
• Adhere to the organization’s financial, behaviour, and ethics policies.
• Responsible for procurement and management of office supplies such as stationary, cleaning material and catering supplies.
• Keeps clear and well-documented files and well-organized archives on operations: ledgers, requisition orders, release orders, stock cards, stock reports, loss adjustment reports, physical inventory.
• As advised by the Logistics Officer, ensures maximum availability and implementation of controls mechanisms for all logistics assets such as vehicles, generators, computers, and all other technical items to maximize efficiency and ensure regular maintenance.
• Supports arrangements for visitors, meetings, conferences, security check and special events.
• Keeps and registers returned used projects materials.
• Generates the monthly stock reports for Logistics Officer, Program Manager/ Director, Finance Officer/Manager and CD for consideration.
 

Job Responsibility #2: Fleet Management (25% of Time):

Ensures that daily and weekly vehicle inspections are performed, and that regular servicing is carried out.
• Prepares quarter and annual reports on the vehicle performance i.e. mileage covered and the unit and total cost incurred for each vehicle.
• Reviews logbooks on a weekly basis
• Supports staff in all transportation services such as travel arrangement, booking and ticketing, visa applications, vaccinations, hotel and taxi booking, travel allowances and expense claims for programme team as well as other RTP staff in line with the stipulated transport request procedures.
• Supports the Logistics Officer in the issuing and use of fuel invoices by maintaining an accurate, clear and transparent record of fuel vs mileage consumption.

Job Responsibility #7: Perform Other Duties (5% of Time):

EDUCATION/TRAINING/CERTIFICATION:
Bachelor’s degree in Logistics, Management, Administration or related discipline.
EXPERIENCE:
2 years’ experience in logistics and/or procurement in national or international level.
COMPETENCIES/PERSONAL ATTRIBUTES:
• Excellent interpersonal and communication skills both written and verbal
• Excellent research and negotiation skills
• A solid team player with respect for others
• Effective organization skills
KNOWLEDGE/SKILLS
• Computer literacy in Word, Excel and PowerPoint
• Ability to use automated procurement systems
• Understanding of fleet management
• Skilled in record keeping and documentation
LANGUAGES
Fluency in spoken and written English and local language(s). French is also required for Francophone countries.
DESIRED QUALIFICATIONS:
• Holding a driving license
• Experience in working with NGO or I/NGOs
WHO YOU ARE:
You are highly driven, results-oriented, collaborative and well-rounded leader with a passion for working with
children and youth. You are an exceptional communicator with excellent networking skills.
WHAT YOU’LL GET:
The opportunity to work with a passionate, innovative and collaborative team where you have the ability to make things happen. You will gain experience working for a globally recognized organization with a healthy culture premised on our Culture Code (accept everyone, make things happen, display courage, demonstrate care and be playful). In addition, we offer a competitive salary and benefits package including personal learning and development days.