Admin Logistics Assistant
HAMAP-Humanitaire
Beirut, Lebanon
HAMAP-Humanitaire in Lebanon
Halte aux Mines AntiPersonnel (HAMAP)-Humanitaire is a French NGO, established in 1999 in order to contribute in the struggle against mines and the risks it presents to civilian population. HAMAP-Humanitaire is active in 13 countries and pursue a mission of support to local partners from the need assessment, through project conception and to its sustainable implementation. HAMAP-Humanitaire diversified its field of activity, to encompass three sectors: Engineering (WASH, construction, energy), Health and Mine Action.
Job Information
Contract Duration: 9 months (with possibility of extension)
Duty station: Beirut, Lebanon (with trips throughout the country according to security situation)
Working hours: Full-time
Requirements
Minimum education: High school diploma or higher
Minimum experience: 2 years
Required travel: Yes
Job status
No of jobs: 1
Published date: 26th June 2024
Deadline date: 3rd July 2024
Start date: ASAP
Description
HAMAP-Humanitaire is launching a mine action Project in Lebanon to support the crisis and post-crisis response of local actors. It looks to select, support and build capacities of local actors (partners) with a focus on EO RE, NTS and transition toward demining. In particular this will be focused on the southern areas affected by the ongoing conflict. HAMAP is now seeking for a Grants coordinator; the role will have an overall responsibility of HAMAP Lebanon support function management, specifically Finance, HR, Administration and Logistics and ensuring support functions are in accordance with HAMAP operational standards and guidelines. Beside the internal function, the role will be responsible to follow-up on partners use of granted budgets and their reporting.
Under the direct supervision of the HAMAP-Humanitaire Country Coordinator for Lebanon, the successful candidate will be the main national personnel for HAMAP-Humanitaire localization of Mine Action project in Lebanon. She or He will be assisted in this function by one personnel.
Hierarchical and organizational links:
Reports to: Grants Coordinator
Coordinates with: Operations Management Advisor
Main Responsibilities:
1. Plan ahead and execute daily administrative and logistical responsibilities as instructed by the Grants Coordinator.
Main Duties:
Administration
- Develop an annual plan for crucial administration activities of the HAMAP Lebanon office.
- Raise needs for legal assistance and action to the Grants Coordinator.
- Ensure travel and hotel arrangements, utility services and bills, assets, visa and residency applications, border crossing clearances, rental and lease contract tasks are done in a timely manner and are able to meet the operational demands of the HAMAP Lebanon office.
- Build the necessary cooperation with local authorities and relevant international and local non-governmental organizations on administrative matters.
- Submit and update all HAMAP official documents, including financial report, taxation, social security, registration and more, to ensure the efficient management of all programs.
In details, this includes but is not limited to:
- General admin
- Prepare a procurement strategy and request for office supplies by generating PRs on a regular basis.
- Introduce all new personnel to the HAMAP structure, including the office, guesthouse, and amenities such as the exit door, kitchen, restrooms, and internet, and etc.
- Ensure the HAMAP-Humanitaire office has the essential equipment and supplies to operate smoothly and professionally and take appropriate measures to repair and maintenance
- Manage cleaner and set up daily and weekly tasks; keep track of their daily and weekly responsibilities, as well as cleaning supplies.
- In line with the Grants Coordinator draft service agreements; monitor and manage their performance and payments.
- Facilitate flights, hotel reservations, and travel arrangements for HAMAP-Humanitaire personnel.
- Facilitate in-country travels for HAMAP-Humanitaire personnel, potentially driving organization’s vehicle.
- Ensure that all expatriates’ travel documents (boarding pass) are received and appropriately archived.
- Provide recurring monthly credit to all entitled employees and track the distribution.
- Coordination of maintenance and upkeep of accessories in office and guest house(s), such as air conditioning systems, water pumps, lighting, and heaters.
- Collaborate and support with the program in event, conference, and meeting planning, as well as training sessions.
- Managing visa and residency applications in link with Grants Coordinator, and tracking the expiration dates.
- Assist in the goods cross-border clearance and movements.
- Manage the HAMAP-Humanitaire letter reference system and ensure all official letters with outside and inside stakeholders are recorded and stored.
- Ensure HAMAP-Humanitaire is up-to-date for any legal obligations and declarations (registration, financial reports, salaries declarations to tax and social security offices, etc.) in link with Grants Coordinator.
- Asset Management
- In line with the Grants Coordinator, establish an inventory tracking system.
- Keep a register of all equipment, supplies, vehicles, and IT assets.
- Label every asset HAMAP possess and register them; and ensure the accuracy and completeness of all inventories (physically counting) and recordkeeping at all times.
Ensure that the disposal of outdated or broken assets is appropriately authorized and recorded in accordance with relevant HAMAP-Humanitaire policy guidelines and donor criteria.
Logistics
- Develop the annual procurement plan of the HAMAP Lebanon office.
- Ensure that all country office purchases adhere to established policies and procedures.
- Ensure procurement, fleet duties are done in a timely manner and can meet the operational demands of the HAMAP Lebanon office.
- With support from the Grants Coordinator, manage international procurements tendering ensuring adherence to internal procedures, donor rules, and on-time product delivery.
In details, this includes but is not limited to:
- Procurement:
- In line with the Grants Coordinator, plan the procurement of supplies and equipment requested by HAMAP staff in a cost-effective and transparent manner while adhering to HAMAP-Humanitaire policies and regulations.
- Assist in generating Purchase Requests for all administrative and logistics-related demands and grant approvals.
- Provide quality checks on all goods, by the requester, and ensure that HAMAP-Humanitaire receives "bang for buck" on all expenditures and services.
- Plan field excursions to carry out procurement tasks based on the demands of the operation and partners teams, monitoring and compile feedback on procurement activities in the field.
- Collect quotations, prepare quotation evaluations, deliver purchase orders and contracts, ensure GRNs are properly signed, ensuring all receipts and invoices are correctly filled internally and by providers.
- Record all procurement activities in line with internal policy and procedures.
- Classify and document all procurement files, including the scanning of all procurement files and the manual and electronic updating of their archiving.
- Ensure anti-fraud measures are in place to mitigate risk of exploitation of HAMAP-Humanitaire's procurement system and ensure purchase requester provides precise specifications and detailed descriptions when needed.
- Collect qualified potential suppliers, in line with international and donor compliance rules, updating the list of suppliers, and ensuring that all required information is included.
- Conduct frequent market analyses to maintain up to date knowledge of local market prices for the most used goods and services, and update the list of suppliers.
- Assist with required market assessments/surveys prior to the development of new proposals.
- Fleet Management:
- Mobilize daily drivers when needed.
- Ensure proper maintenance of HAMAP-Humanitaire car by qualified professionals, and drive personnel when required.
- Supervise the day-to-day tasks of drivers, providing briefings to ensure that they adhere to all safety and security regulations and keep their cars to the appropriate levels with fully functional equipment (first aid kits, communications, etc.).
- Ensuring the proper and secure transportation for all local and international personnel and guests.
- Ensure sufficient fleet tracking documentation (e.g., log books, driver timesheets, and fuel consumption etc.)
- Ensure trip requests are filled and approved in line with internal rules and organize trip schedules and movement plans accordingly.
- Conduct periodic, extensive inspections of HAMAP-Humanitaire’s buildings, cars, generators, and other assets to ensure they are well-maintained and in excellent operational condition and take appropriate measures to repair as soon as possible if needed.
- Drafting all administration and logistics-related contracts, in link with Grants Coordinator.
To candidate
If your profile fits what we are looking for and that you are available at the required dates, please send us your candidature. To do so, prepare a resume and a cover letter and complete the short questionary application form available on our Facebook page " HAMAP-Humanitaire in Lebanon "
