Country: Lebanon
Closing date: 25 Jun 2018
Desired start date: 25/06/2018
Duration of the mission: 12 months
Location: Beirut
ABOUT THE MISSION :
Solidarités International’s mission in Lebanon is organized with three operational bases (Tripoli, Halba and Zahle) and a coordination office in Beirut.
The expatriate team consists of 15 staff members, while the national team represents circa 140 staff members.
The mission’s overall budget amounts for about 10 MUSD in 2018, with Tripoli base accounting for approximately 46% of this amount, Halba base for 32% and Zahle base for 22%.
Key areas of intervention for the mission are the following:
- Emergency WASH service provision in informal settlements (UNICEF funding)
- Outreach and shelter and WASH rehabilitation in SSB (ECHO funding)
- WASH infrastructure development (EuropeAid)
- Multi-scale urban approach (OCHA HPF)
- Mapping of informal settlements (MEDAIR / UNHCR)
ABOUT THE JOB :
SI is looking for a Logistics Coordinator, based in Beirut.
He/She will oversee a manage team of Beirut is composed of a Deputy Logistics coordinator and a logistics officer. He/she will functionally oversee a the following teams:
– In Tripoli the logistics manager leading team of a deputy, a logistics assistant and a logistics officer.
– In Halba and Zahle, 2 log/admin managers managing 2 logistics assistants.
Upon request and in coordination with the Country Director, the Logistics Coordinator will support him/her, the field coordinators and base managers on the following tasks. The logistic coordinator involvement in these tasks will also depend on the workload on the pure logistic part of the job.
THE MAIN CHALLENGES OF THE POSITION ARE:
- Procurement: with a 10 million budget for Lebanon, there is a massive flux of purchase files. Those files should be checked to avoid any financial risk, and that has to be done in reasonable delay not to impact the programs productivities.
- Fleet management: with 70 rented cars, the fleet have to be optimized. Tools should be implemented to monitors more precisely the needs.
- 2 bases with 2 logistics managers new in their position (less than 3 months).
- 6 proposals under negotiations with donors in April 2018, potentially the workload will increase and logistics recruitment will have to be done in the 3 bases.
RESPONSIBILITIES:
Fleet (Vehicles and Thermal equipment) management
- Size the fleet and thermal park based activities and ensure its homogeneity
- Ensure the pooling of vehicles at bases
- Oversee the planning and execution of maintenance and repair of the fleet
- Define the composition of batches of board and verify their implementation
- Define rules regarding travel of vehicles and persons according to SI procedures
- Analyze the monthly consumption related to the fleet
- Establish a procurement strategy for contracts, fuel, and consumables
- Supervise the administrative documents related thermal equipment (log book, contracts, insurance…)
Technical Equipment Management
- Develop a strategy for renewing equipment
- Size the equipment fleet based on activities and ensured the homogeneity of the fleet and respect SI standards
- Ensure that the pooling of resources in the mission.
Communications systems and telecommunications
- Size the communication network based on the needs of the mission, the financial opportunities and constraints related to the mission.
- Ensure compliance with current legislation regarding radio communications equipment
- Ensure the functioning and proper use of communications equipment and compliance with SI communication procedures and protocols.
Management and monitoring of IT assets
- Size the computer park of the mission
- Ensure the establishment of a backup, data protection and update the antivirus.
- Ensure the maintenance and proper use of computer equipment
Purchasing Management
- Conduct environmental analysis of national procurement and compile environmental analyzes done by purchaser
- Oversee the updating of price and providers lists.
- Validate the procurement tables
- With members of the coordination, ensuring that the purchase planning is integrated into the planning of activities.
- Check consistency of purchase planning with the Supply manager.
- Ensure compliance of logistics budget lines and their consumption.
- Validate the tenders and contracts that require validation of coordination
- Validate the purchases of durable equipment according to SI standards and sizing of the mission
Inventory and stock Management
- Size the emergency stock and contingency for the mission and bases
- Analyze monthly inventory
- Ensure proper management of the mission warehouses.
- Ensure compliance with storage procedures and use of SI formats
- Ensure that physical inventories are conducted monthly and reconciled with theoretical inventory
- Consolidate and ensure the value of donations for all programs
- Submit a reallocation of equipment and material remaining at the end of program
Shipments and deliveries
- Ensure compliance with local customs procedures.
- Capitalize the information’s on distances, prices, modes and transport companies
- Work to optimize delivery times
Management and supervision of human resources
- Size the logistics team of the mission.
- insure logisticians briefing when they arrive and support throughout their mission in the fulfillment of their goals
- Provide logistics training guidelines
- Evaluate personnel under his direct supervision and participate in the EAP of the logistics staff
- Conduct regular formal meetings with members of his team
- Train logisticians to tasks related to logistics and supply
- Manage the internal conflicts in his service
Strategy / Reporting / capitalization / budget follow up
- Participate in defining the mission programming on the logistical side
- Ensure consistency of programming with the IS strategy
- Consolidate, process and analyze monthly reports logistic bases and providing the logistics reporting to headquarters at the intervals defined
- Actively participate in the drafting of Proposals and reports and schedules for donors
- Oversee the archiving of the mission on logistics
- Participate to internal coordination meetings
- Participate in external coordination meetings (logistics cluster …) related to logistics, represent SI on request and / or Delegation
Safety and Security
- Develop jointly with the CD the security briefings for expatriates arriving on the mission.
- Update and inforce Beirut Base Security plan
- Ensure the implementation of the security measures for SI buildings (including safe room/safe box)
LIVING CONDITIONS :
In Beirut, the guesthouses and the office are located in close by buildings. The guesthouses are 3 bedroom apartments, fully furnished and comfortable.
Vehicles are available if you have a valid driving licence, for evening and week-end. Lebanon is a safe country you can discover by yourself.
Beirut is a very modern city, where you can find all kind of restaurants, shops, international libraries, bars, cinemas, etc… All common goods and amenities are available on all bases.
We have guesthouses available in 2 other Lebanese cities, Zahle and Tripoli, available on weekends.
YOUR PROFILE
Education:
- Bachelor/Master degree in Logistics or procurement; similar field is desirable; it can be balanced by experience.
Experience:
- At least 3 years’ experience in the field at similar positions.
- You have a significant experience in high-pressure emergency situation and in management of a big national team and big logistics operations
- Proven experience in Supply Chain
- Experience in conflict/post-conflict contexts. Previous experience in the Middle East an asset.
- Previous experience with SI an asset.
Technical skills and knowledge:
- Proficiency with the standard MS Office package compulsory (Word, Excel, Outlook).
- Strong team management capacities. Capacity to train a team, to create a dynamic atmosphere.
- Capacity to provide leadership and be a unifying force;
- Diplomacy and coordination skills to highlight the value of coordinated activities;
- Knowledge of Solidarites rules, tools and procedures;
- Display initiative with solid organizational and communication skills;
Soft skills and spirit:
- Capacity to provide leadership and be a unifying force.
- Stress management skills: ability to work under pressure to meet tight deadlines, with peaks of heavy workloads.
- Team player, capacity to give a positive dynamic to a young team whilst being fully part of the base’s senior management team.
- Diplomacy, cultural sensitivity, negotiation skills (dealing with Phoenicians!)
- Languages:
- Fully fluent English: speaking, reading and writing skills;
- Arabic an asset (official language of the country);
- French a plus.
Others:
- Commitment to the fundamental principles of SI’s charter and ethos.
SI WILL OFFER YOU
A salaried post: according to experience from 2400 euros gross per month, plus 10% annual leave allowance paid monthly and a monthly per diem of 750 USD.
Vacation: during the assignment, a system of alternation between work and time off is implemented at the rate of one break every three months. For a one-year assignment, the expatriate will have a 7-day break during the 3rd and the 9th month (with 750 USD allocated by Solidarités). He or she will also be entitled to go back to his or her home country for a 14-day period after six months spent on the mission (Solidarités will cover travel costs).
Social and medical cover: Expatriates benefit from an insurance package which reimburses all healthcare expenses (including medical and surgical expenses, dental care and ophthalmological expenses, repatriation) and a welfare system including war risks. Essential vaccination and antimalarial treatment costs are refunded.
For further information about Solidarités International, please consult our website: http://www.solidarites.org/en/
How to apply:
Does this description fit you? Please send us your CV and Cover letter in English. CV only applications will not be considered.
NB: The vacancy may close before the deadline. Thank you for your comprehension
Contact: Florent Turc, Recruitment & Follow-Up Officer