Logistics Officer - Supply Chain - Lebanon

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

https://hris.acf-e.org/employ/index.php/positions/view/3944/Logistic-Officer-Supply-chain/