Fleet Assistant

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. Generic responsibilities (max 10) 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, annexes, SOP’s 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 with the fleet focal point in Beirut HO and the car rental company. 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 equipment. Secure that Filing of all vehicle records and reports (car pool, log books, incident reports, fuel invoice for cars, etc…) are accomplished in according to the standardized system for NRC Lebanon 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. Prepare a quarterly plan for driver leaves Follow up on the drivers leaves (annual leave, sick leave, etc...) DSA, over time & overnights. Ensure that private use of vehicles by expats for Zahle office is monitored, payment sheet is prepared & settled monthly, and reported to Fleet focal point in head office. 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. 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. Previous experience from working in complex and volatile contexts. Documented results related to the position’s responsibilities. Knowledge of English. Knowledge of Excel. Context/ Specific skills, knowledge and experience: Good communication and interpersonal skills. Strong organizational and team working skills. Good cultural awareness and sensitivity. Highly approachable, trustworthy and confidential. Knowledge of the NGO operations and the dynamics of the humanitarian sector is a plus. A strong administrative service orientation. Good individual counseling, conflict resolution and problem solving skills. Conflict Management skills. Planning and delivering results. Coping with change. Working with people. Handling insecure environments. 2. Behavioral competencies (max 6) 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: 3.       Performance Management The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews: The Job Description The Work and Development Plan The Mid-term/End-of-trial Period Performance Review Template The End-term Performance Review Template The NRC Competency Framework