Fleet, Premises & Assets Supervisor

General objective   Under the direct supervision of the Logistics Manager, the Fleet, Premises and Assets Supervisor has to ensure and support all logistics activities linked to fleet, all premises and all assets of the organization in Beirut base. He/She has to manage the team of drivers, ensure the formal communication linked to the fleet within the base and with other bases, draft accurate reports linked to the fleet, assets and premises and provide initiatives and ideas how to improve the management of its sector.     Responsibilities and tasks   Cars and transportation To be the focal point for rental cars suppliers for the base and to liaise with the coordination for fleet planning based on activity plan. To ensure the formal communication linked to the fleet within the base and with other bases To follow the needs in terms of vehicles and insure that needed vehicles are provided in a timely and efficient manner To participate in the verification of invoices fort the car rental, fuel consumption and log book follow-up To participate in drawing up mechanical assessments for vehicle needs and report them to the coordination and car suppliers To organize the schedule of vehicle movements and drivers at base level To ensure the complete respect of PU-AMI transportation procedures and vehicles maintenance To ensure that the administrative documents for all vehicles are available, filed and monitored To verify that the rental vehicles comply with PU-AMI regulations and needs To organize the schedule of vehicle movements and drivers at base level To ensure the proper ordering, dispatch, use and follow-up of fuel cards and logbooks To monitor the use of vehicles (consumption and mileage, damages, administrative documents) and to consolidate, analyze and report the data for each vehicle To report all cars incident to the line manager and to prepare the reports To suggest initiatives and ideas to ameliorate the fleet management To understand and strictly obey traffic law and regulations and make sure that all people authorize to drive PU-AMI do the same.   Asset follow up To follow up assets inventory on monthly basis and to send the asset list every month to the line manager To ensure that the team members are aware of their obligations regarding the assets use and maintenance. To dispatch the equipment according to the needs and to update equipment list accordingly To assess and report the asset needs to the line manager (asset needs list) To manage the stock of assets To make sure that the assets are properly maintained and that the maintenance intervals and procedures are respected   Equipment & Assets follow-up To regularly check the equipment and furniture of the premises and its use To dispatch the equipment and furniture according to the needs To regularly inspect the offices and living accommodation to assess what work is necessary and to assume cleaning and maintenance are carried out. To draw up a list of needs of equipment and furniture when needed  To look after all material of furniture, carry out minor maintenance and repair work as well as improvements to the premises, once validation has been received from the line manager To find additional premises upon identification of needs and help her/his supervisor to follow up all contractual aspects of all premises To follow up the rents (office and flat) and fees (internet, electricity, water…for office and flat) payments and follow up of the office/flat maintenance (repairs, normal maintenance, paintings…) Manage and follow cleaner team, make the schedule of cleaning and guaranty that the premises are clean and in good order.   Team management To organize the hiring process for drivers in accordance with PU-AMI recruitment policy To manage the drivers, and to organize the drivers’ planning according to the needs in collaboration with the Logistics Manager and Field Coordinator To participate in the continuous general training of drivers and regularly test their knowledge on procedures, security & safety To consult the Logistics Manager for any problem raised or caused by a driver To solve team conflicts, if any, and ensure team building and discipline. To conduct appraisals every six months for the drivers, in collaboration with the Logistics Manager   Reporting & Archiving To prepare regular reports on the fuel consumption and cost efficiency of the fleet To archive and centralize logistic files regarding fleet, assets, contracts and premises   The tasks and responsibilities defined in this job description are not exhaustive and can evolve depending on the project needs.     QUALIFICATIONS   Mandatory requirements   Work experience: Previous relevant experience in a logistics function, preferably in an NGO Computer skills: Good skills in networking and Internet. Very good knowledge of Microsoft Office (Word, Excel) Other  requirement Valid driving license Good management skills   Assets   Other knowledge: Acquaintance with INGO' rules, procedures and regulations Interest: Work in relief Transversal skills Honest and trustworthy Reliable, rigorous and well organized Motivated and dedicated to his/her job Able and willing to learn to extend his/her scope of work Able to manage priorities, take initiatives and work without constant supervision