Logistics Assistant/fleet

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.   1.      Role and responsibilities The following is a brief description of the role of Fleet Assistant/Warehousing. Generic responsibilities Fleet These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work and Development plan. Ensure that vehicles are used and maintained according to Logistics Handbook and other NRC policies. Plan, schedule and monitor transport of staff and material/equipment according to demands and procedures. Ensure that all NRC vehicles are in proper operating condition and coordinate vehicle maintenance. Prepare requisitions for spare parts for vehicles. Train and develop drivers. Coordinate and facilitate timely reporting of eventualities like accidents and breakdowns. Secure that NRC vehicles are equipped with necessary documents and equipments. Filing of all vehicle records and reports (car pool, log books, incident reports, fuel invoice for cars, etc…). Warehouse To implement, maintain and follow NRC standard warehouse practices and record keeping in accordance with audit trail standards, Logistics Handbook and SoPs. Coordination of inbound & outbound handling including hiring of necessary equipment, sufficient and proper daily labour and outbound transport planning. To liaise and maintain timely communications with relevant programmes to ensure the timely and efficient receipt and dispatch of goods from the warehouse(s) in support of their activities. Arrange the proper and cost effective transportation of material from the warehouse to NRC programme activities. To ensure the correct storage and rotation of stocks, as well as proper structural maintenance of the warehouse(s) in view of  maintaining all stocks in good condition. To ensure proper security, safety and hygiene procedures and systems are implemented and maintained in the warehouse. To maintain accurate stock records and controls at all times; provide weekly and monthly stock reports to the Logistics Officer and advice on warehousing issues that affect the overall logistics operation. Ensuring all invoices relating to the warehouse activities are accurate and processed in a timely manner. Conduct proper physical count when needed. Proper filing and archive for all warehouse related documents Specific responsibilities These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly. Arrange daily movement plan and allocate the drivers accordingly. Follow up on field trips: timing; duration; report daily final movement plan to program managers. Liaise with the security department for field trip locations. Follow up on the drivers leaves (annual leave, sick leave, etc...). Manage any additional short or long term warehouses that may need to be rented in Tyre for NRC activities. Critical interfaces By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: Follow up with Beirut logistic department on weekly/monthly fleet reporting. Follow up with Beirut logistic department and the rental car company on requesting and receiving cars. Provide warehousing technical advice to other programmes and functions within the Tyre office when required. Provide cover and back-up when required to the Logistics officer and other logistics assistants for other department activities including fleet, office maintenance and Asset management. Perform other logistics related duties requested by the LO, SC and AM. 2.      Competencies Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories: 1. Professional competencies These are skills, knowledge and experience that are important for effective performance. Generic professional competencies: Experience from working with transport and vehicle management in a humanitarian/recovery context. Experience from working as a Warehouse Clerk/Assistant in a humanitarian/recovery context Previous experience from working in complex and volatile contexts. Documented results related to the position’s responsibilities. Knowledge of English. Knowledge of Excel. Knowledge of Word Context/ Specific skills, knowledge and experience: Knowledge of procurement 2. Behavioral competencies  These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies and the following are essential for this position: Working with people Communicating with impact and respect Planning and delivering results Handling insecure environments