Logistics Officer - Supply Chain
The Logistics Officer Supply is responsible to process all the procurement related to the base. He/she will also oversee the warehouse management and support the distributions for the requesting departments
Objective 1: Ensure the smooth running of the supply chain (planning, order, purchase, storage and deliveries) (30%)
Responsible for
Supervision of the program procurement process
Enforcement of ACF and donor Logistics guidelines in all logistics procedures
Obtaining necessary data for Project Procurement Plans and project proposals
Establish framework contracts with appropriate suppliers according to the Kit Log V3.6 guidelines and under the supervision of the Log Manager
Tasks
Support Base Logistics Manager in preparing PPP and Supply Plans for Base
Monitoring and updating the Supply Plans
Organize the procurement planning with the Base Logistics Manager and Programs
Anticipate the different markets and procedures to be respected according to ACF procedures as well for donors
Identify all Framework Agreements that needs to be produced at Base Level to ease purchases and reactivity
Make sure ACF logistical procedures are respected and supervise both clients and suppliers in the application of these procedures
Controlling deliveries to bases and programs in terms of quantity and quality
Informing the Admin of the forecasted expenses
Ensure payments are submitted in timely manner to Finance
Follow-up with Finance for payment release
Ensure that PFU, SFU, Stock Reports, CFU are relevant
Conduct market and supplier survey on regular basis. Where necessary support program managers in program related market assessments
Ensure suppliers database is updated
Objective 2: Procurement (20%)
Responsible for
Drawing up a planning of the monthly purchases according to supply plans
Responsible to ensure ACF purchases in the best period, at the best price, in the required quality
Tasks
Drawing up a planning of the monthly purchases according to supply plans
Review and validate the information filled in PRs (specification, delivery times, prices…), Cross-check the items on PR with stock availability before starting the procurement and provide feedback or request modifications if necessary
Manage negotiated procurement and prepare all relevant documentation (preparing RFQ, collection of quotations, negotiation with suppliers, preparation of Assessment tables,
agreement forms, SPO, contracts, etc)
Provide support to Base Log Manager during the preparation of tenders
Follow up contracts’ implementation
Ensure compliance to the contract by Action Against Hunger and Contractor/ Supplier
Objective 3: Stock management (15%)
Responsible for
Guaranteeing that the procedures and instructions of stock management are followed
Ensuring regular inventory of the stock (monthly and randomly)
Ensuring that the stores are hygienic, clean and ventilated
Drawing up a monthly inventory
Ensuring that the deliveries are done according to the request
Tasks
Ensure that all goods are stored and packed safely and securely
Ensure that the physical organization of items within warehouses is logical, optimizing space and preserving accessibility of items
Ensure that the warehouse is in optimal conditions (cleaning and maintenance)
Check the accuracy and filing of all storage documents
Check the registration of each item going in and out in the respect of ACF procedures and FIFO LIFO guidelines
Ensure physical inventories are done on a regular basis and crosscheck the physical inventories reports done by the Warehouse Officer
Update and consolidate the global stock report, by computer (all stock reports in a report)
Perform regular random checks across the various documents (PR, invoices, stock cards, delivery notes, physical inventory reports, …)
Review the SFU and coordinate with the programs regarding expiry dates and timely disposal.
Objective 4: Team management (15%)
Responsible for
Develop work plan in collaboration with the Base Logistics Manager
Control the planning of the Supply logistics team at base level
Delegate the activities and check that they are properly executed
Organize training sessions
Carry out appraisal interviews
Tasks
Develop monthly and weekly work plans in collaboration with the Base Logistics Manager
Managing planning operations, task sharing and coordination of work
Monitor the work of the team to ensure good performance
Organizing and leading team meetings
Taking part in the recruitment of his/her teams
Providing for evaluation interviews for team members
Providing technical support to the teams
Identify training needs
Build the capacity of the team
Ensure the respect of HR rules and policies
Managing difficulties in the team
Objective 5: Reporting & Coordination (15%)
Responsible for
Providing reports on monthly basis and upon request
Ensuring proper achieving of supply chain documentations
Ensuring there is communication between supply team and programs
Tasks
Participate in weekly procurement meetings with Programs and/ or Base Admin to
coordinate future needs, provide update regarding supply and prepare procurement
planning accordingly
Provide a regular reporting on operational logistics activities to the Base Log Manager
(weekly Sit-rep, Monthly Log Reports – PFU, SFU, CFU, Stock Report)
Share the PFU, SFU with Base Log Manager and Program Managers on a weekly basis
Make sure all the supply chain documentation (PD, PR, SRO, DN, etc.) is scanned and archived in soft copy (on the NAS) and in hard copy in the archiving room
Monitor the scanning of the documentation and the proper archiving on the NAS/NHF and in the cabinets on a regular basis
Provide purchase dossier for any audit purpose
Deliver Hard copies of the Purchase Dossiers to the capital on monthly basis if required
Objective 6: Other Miscellaneous Responsibilities (5%)
Tasks
Respect of ACF Charter and internal rules
Respect ACF Security Policies
Be committed to participate to any other work in order to achieve the project goal
Promote gender equality within the humanitarian and/or development work
Any other work duties assigned by Base Logistic Manager within scope of logistic issues
5. KEY INTERNAL DOCUMENTS FOR THE POSITION PROPER PERFORMANCE
- Kitlogv3
- Internal Regulations
- Action Against Hunger Code of Conduct including Principles
- Feedback Mechanism
- Security plan
- Confidentiality agreement
NOTE:
Daleel Madani, the civil society network, serves as a platform for organisations to post their professional opportunities, but is not involved in the recruitment process. The hiring organisation is solely responsible for the job and candidate selection.
- Lebanon