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. The Fleet assistant will support fleet activities in Beirut and the NRC field offices and ensure the safe, efficient and cost effective management of NRC Vehicles & Drivers for all ongoing NRC programmes. Generic responsibilities Work together with the NRC Lebanon Fleet staff (including drivers) to ensure that vehicles are used and maintained according to the Logistics Handbook and other NRC policies related to fleet. 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 car rental company.  Develop and implement a capacity building plan to train and develop drivers and fleet staff across all of NRC Lebanon offices. Coordinate and facilitate timely reporting of fleet activities (fuel usage, mileage and maintenance) and incidents / eventualities like accidents and breakdowns across the NRC Lebanon fleet. Secure that all NRC vehicles are equipped with necessary documents and equipment. Design and implement a standardized system for NRC Lebanon for filing of all vehicle records and reports. Focal person for ordering/disposing of fuel cards for NRC vehicles. (Follow up issues with cards for all offices). Specific responsibilities Work with the NRC Lebanon security department to explore and implement routines to better track the whereabouts at any one time of NRC vehicles. Responsible for the day to day management of the annual rental contract for vehicles - including coordination with the rental company in regards to accidents, insurance claims, new and replacement vehicles. Work with the Logistics Coordinator to optimise in terms of safety and cost effectiveness the NRC Lebanon fleet. Ensure that private use of vehicles by expats for all offices is monitored, payment sheet is prepared monthly, and payment is settled. Receive the relevant fleet reports from the field, consolidate and prepare necessary analysis. Avis (receiving all cars equipment & documents available). Critical interfaces By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: Coordination with the other logistics departments within NRC Lebanon to ensure a systematic approach to capacity building within the field of logistics. Coordination with the NRC Fleet staff in the field offices to support closely on technical, reporting, driver training and policy issues. Liaison with the NRC Security department on vehicle tracking and security policies and procedures linked to fleet. Close coordination with field and programme manager to understand their needs and challenges linked to fleet. 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: •             Minimum two years of experience from working with transport and vehicle management preferably in a humanitarian/recovery context. •             Previous experience from working in complex and volatile contexts. •             Documented results related to the position’s responsibilities. •             Good English language level – written and spoken. Context/ Specific skills, knowledge and experience: Experience and ability to train others and transfer knowledge. Practical skills in vehicle management / maintenance and driver training.   Advanced driving skills. 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: Managing resources to optimize results Communicating with impact and respect Planning and delivering results Coping with change Working with people Handling insecure environments 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