Facilities Assistant

GLOBAL OBJECTIVE OF THE POSITION Based in Tripoli, under the responsibility of the Base Logistics Officer, the Facilities Assistant will have to: Ensure & develop an efficient logistics support of the base, more specifically on premises (offices, guest houses, warehouses) and fleet management, in compliance with HI procedures. Ensure a smooth coordination with the logistics team members and with the other departments ; Temporarily take on the basic tasks of the Base Logistics Officer in her/his absence.   HIERARCHICAL RELATIONSHIPS Line manager (LM): Base Logistics Officer Line manager +1: Logistics Manager Supervises: Drivers + Cleaners + Cook.   RESPONSIBILITIES AND TASKS DESCRIPTION 1.    Fleet management Implement & comply with the HI Fleet Policy. Organize and communicate the Weekly Movement Plan based on the movements validated by the Field Security Officer. Collect and report the required information related to the movement tracking. Ensure that each HI vehicle is equipped with the necessary items and documents and communicate the needs to your LM if necessary Check the vehicle log books are in place and are properly used. Perform the monthly motor cost follow-up in a timely manner and report it to your LM. Ensure that the daily and weekly checks are properly done. Report the needs of vehicle maintenance to your LM in order to plan for it. Report the maintenance operations fulfilled on vehicles to your LM. Communicate the security information to the drivers upon request from your LM. Brief every driver on his/her duties and security rules. Organize monthly meetings with the drivers to share information and to perform briefings according to needs.  2.    Premises management Collect and report the needs of premises’ maintenance to your LM and plan the maintenance operations. Follow up rental contracts in close collaboration with the administrative department and liaise with the premises’ owner to proceed with rent payments. Perform the minor maintenance operations. Ensure that the major maintenance operations are properly planned and performed. Ensure that premises are clean. Request items & furniture needed, by editing a PSR, to equip the premises according to collected & proven needs. Perform quantity & quality control at the reception of furniture and other premises’ items Ensure the installation / layout / move of premises’ furniture and items. Perform monthly inventory of furniture of the premises. Ensure that premises are properly supplied with internet, drinkable water and other small consumables (gas, tissues, toilet paper, sugar...) to prevent shortages. Ensure the collected purchase documents (related to rental and supply of premises’ consumables) are compliant with HI procedures and procedures and provide them to the logistics and administration departments after completion of purchases. Organize the accommodation of visitors on the base and book hotel rooms if needed.     3.    Equipment Management Implement and comply with the Equipment Management Policy. Participate in the training of users on how to properly use the equipments. Communicate the purchase information + technical information about newly purchased equipment to your LM in order to get the identification code for these equipments. Label all equipment of the base with its identification code. Perform a monthly follow up of the equipments present in the base and report any update to your LM. Ensure the security of the equipments (including shared equipments) of the base. Perform a physical inventory of equipments on a regular basis. Ensure that all laptops & desktops have functioning and updated antivirus software. Supervise the back-up of HI data from laptops & desktops.   4.    Team Management Ensure that your subordinates comply with HI procedures and the Internal Regulations. Participate in the recruitment process for the positions under your supervision. Train the staff under your supervision and build up their skills and knowledge. Organize the work of your team on a weekly basis. Perform the daily attendance follow-up of your subordinates. Ensure a proper leave planning for your subordinates and arrange the replacement if necessary. Initiate disciplinary measures if necessary, in collaboration with your LM. Perform the appraisal of your subordinates Ensure conflict resolution within your team and inform your LM. Propose to your LM relevant adaptation of the organizational chart and job descriptions. Ensure a proper communication with your team members and with the other departments.   5.    Reporting Provide your LM with a weekly activity report if requested. Provide your LM monthly with the monthly motor cost follow-up, vehicle maintenance report, inventory of premises’ furniture, and update on existing and new equipments. Report immediately to the Field Security Officer and to your LM any security incident occurring inside or outside our working area. Inform your LM about any other information that may affect the security of HI activities and organization. Report any problem with the suppliers to your LM.   THE CANDIDATE’S REQUIREMENTS  Manager Experience. Logistic will be an asset. Computer Skills. Experience with NGO will be an asset. Note that this job description must remain flexible, to respond to additional tasks or changes as identified by the line manager.   TIME SCHEDULE The working hours are the following: Monday to Friday – 8:00 am to 5:00 pm   The working days could change in the future to fulfill 48 Hours/ week according to the Lebanese Law and if it is required by the line manager.