وظائف شاغرة لدى منظمة Concern Worldwide: مطلوب موظفين للمستودعات والنقل (Warehouse and Transport Officer)

Job Purpose:

The Systems Department is committed to implementing and maintaining the highest standards of efficiency and integrity in service delivery to both internal and external stakeholders. The Systems Department facilitates and manages organizations Procurement, Transport, Warehouse and Assets functions in line with formulated internal frameworks and being compliant with set donor regulations and guidelines. The overriding objective for all Concern Worldwide System’s activity is the prompt and effective provision of materials, goods and services to Concern Worldwides’s beneficiary populations in compliance with donor specifications.

The Warehouse and Transport Officer will be responsible and accountable for Concern’s Fleet, Drivers, movement plans, car maintenance schedule and fuel management in Concern’s office in addition to the warehouse functions. Based in Halba with regular travels to the field offices,  he/she will execute his/her duties in accordance to Concern Worldwide Policies & Procedures and donor guidelines. He/she will effectively and efficiently support the programs activities to deliver quality programing on time in line with organizational strategy, donor requirements and within allocated budgets.

Job Location:

• Based in halba with frequent travel to field locations.
• 80% Akkar& T5 and 20 % Beirut

Main duties &  Responsibilities:

Movement planning and monitoring:

• Communicate with Heads of Departments on a daily/weekly basis for movement plans
• Oversee the compilation of the daily and weekly vehicle movement schedule and recording
• Update the movement plan on weekly bases
• Ensure the provision of a weekly movement schedule by close of day Thursday of each week.
• Coordinate regularly with drivers and staff to ensure plans are followed
• Ensure that resources are being utilized through properly planned movements
• Develop, Implement and improve a car-pooling system for movements in line with program and systems needs
• Schedule emergency, on-call night and weekend movements as necessary.

Management of Concern’s fleet:

• Adhere to Concern Worldwide Transport procedures and policies as well as any donor regulations.
• Ensure that all vehicles have log books that are properly and regularly filled and monitored
• Ensure that drivers conduct daily and weekly vehicle checks, any faults or damages are recorded and if necessary, reported to the Logistics Manager to ensure the vehicles are repaired or/and exchanged.
• Monitor and track fuel needs and consumption
• Coordinate with logistics Manager regarding fuel cards balances and ensure they are filled on a regular basis
• Ensure car maintenance is conducted on schedule
• Assist the Logistics Manager in the delivery of trainings to the drivers
• Monitor driver performance and behaviours, collect complaints and reports about the drivers and share with the Logistics manager to improve safety and performance.
• Ensure that all drivers are properly licensed (with at least 5-year-old permit) and all vehicles have spare tire, first aid kits, emergency tool kit and Concern branding.
• Ensure that Concern’s Transport SOPs are adhered and applied.
• Conduct briefings and trainings for Drivers.

Reporting and Filing:

• Produce regular fuel consumption reports and monthly vehicle utilization analysis, and send to the Logistics Manager on a monthly basis.
• Produce a monthly transport report for Concern Cars.
• Ensure a proper filing system for all the above activities.

Stock Management:

• Adhere to Concern Worldwide Warehouse Manual procedures and policies as well as any donor regulations.
• Manage all formalities that must be complied with for the storage and/or distribution of goods and organize the electronic and physical filing of logistical data.
• Receipt and recording of item inflow and outflow on stock systems.
• Verification of goods specifications prior to receipt into warehouse.
• Ensuring stock is laid out in a manner that allow it to be accessed and counted easily.
• Ensuring stock is held in appropriate, secure conditions.
• Ensure that Concern's asset management policies and procedures are followed (documentation, maintenance, protection, use and transfer/movement).
• Monitoring of the expiry date of stocks and update of departmental managers on stock close to expiry.
• Undertaking sample stock takes on a weekly basis and reporting on any discrepancies to the Logistics Manager.
• Documentation of any identified loss, theft or damage to commodities that may occur while they are unloaded, stored or dispatched from the warehouse.
• Send on an update stock report to the Logistics manager on a weekly basis.
• Draw up a monthly physical inventory of stock and send reports to the Logistics Manager at the end of each month, recording both the receipt of goods and their book value.
• Carry out monthly physical inspection of all fixed assets and send report to line supervisor for analysis.
• Present and confirm weekly and monthly action plans with line manager and carry out any other tasks requested.

Casual Labours Management

• Oversee the work of casual labours , who assist in loading, unloading and stock movement within the warehouse.
• Oversee the work of trucks drivers to assist in stock movement from the warehouse to their destination and prepare their payments.
• Complete timesheets on behalf of casual labours and prepare their payments.

Other:

• Actively participate in collective exercises such as preparation or updates of Preparing for Effective Emergency Response (PEER) plan, Security Management Plan (SMP) and other Concern initiatives.
• Take active measures to address equality issues, particularly relating to gender, in program as well as operational activities.
• Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the organization.
• Be aware of, understand and comply with all of Concern’s policies and procedures (Code of Conduct and its associated policies, finance, logistics, HR, security management etc.).
• Contribute to ongoing security management and planning as necessary.
• Actively participate in any emergency response if called upon to do so (within the existing program area or in a new one)
• Adhere to the standards of conduct outlined in the Programme Participant Protection Policy and Concern’s Code of Conduct & ensure drivers’ adherence & knowledge to these policies;
• Support the promotion of the standards outlined in the Programme Participant Protection Policy and Concern Code of Conduct to the team and the beneficiaries, and be committed to providing a safe working environment;
• Respect confidentiality & conflict of interest disclosure agreements and follow humanitarian & ethical values & guidelines
• Occasionally have field support visits to offer support as may be required/directed by Logistics manager.
• Assist the Logistics Manager in conducting special tasks/assignments that may not be related to Transport as and when directed.
• Conduct himself/herself both professionally and personally in such a manner that will not bring disrepute to Concern Worldwide or conduct that may jeopardize Concern’s humanitarian mission.
• Undertake other related duties as may reasonably be assigned by the Logistics Manager.

Requirements:

Education Requirements:

• Degree in Business Administration / Management , supply chain and operations management,  or similar required
• Masters preferred.

Experience Requirements:

• Minimum of three years of relevant experience within the Transport & Warehouse functions. Preferably with humanitarian organizations & INGOs.
• Former experience includes:
  • Managing a team of drivers
  • Managing movement plan & former experience with carpooling systems
  • Fleet management, including monitoring maintenance , fuel consumption, and logbooks, and  monthly reports in link to vehicle use, fuel consumption
  • Basic car maintenance knowledge
  • Warehouse management, including storage & distribution management, ensuring good warehousing conditions & validity of items, good organization & proper recordings, and monthly reports in link to weekly stock report & monthly inventory report
  • Knowledge of international humanitarian organizations policies & standards in link to transport & warehouse management

Concern’s Essential Competencies:

• Managing yourself
• Leadership
• Communicating and working with others
• Delivering Results
• Planning and Decision Making
• Creativity and Innovation
• Influence, Advocacy and Networking
• Change Management

Other requirements:

• Excellent interpersonal and team skills
• Excellent computer skills (DDGs, Microsoft Office)
• Fluency in written and spoken English & Arabic
• Commitment to and understanding of Concern’s values and principles
• Strong commitment to ensuring the protection of refugees
• Commitment to Concern equal opportunity and gender practices
• Excellent interpersonal and communication skills, facilitation skills and writing skills.
• Commitment to humanitarian principles and values
• Strong sense of security management and willingness to follow security guidelines and regulations
• Willingness to undertake regular field visits and interact with different stakeholders, especially primary stakeholders

Emergency response: Concern is committed to responding to emergencies efficiently and effectively to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Lebanon Programme is to respond, you may be requested to actively participate in the response, regardless of location, and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Concern Code of Conduct and its Associated Policies: Concern has an organizational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of Programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the Programme and partner organization, and the standards of behavior expected of them. In this context, staff have a responsibility to the organization to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies.