Field Support Officer Logistics

BACKGROUND:   The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries, the IRC aims to restore safety, dignity and hope to millions who are uprooted and struggling to endure. In response to the influx of Syrian refugees in Lebanon, the IRC has launched a multi-sectoral relief program in Lebanon.  The program will provide assistance to refugees and host communities in Mount Lebanon, the North and Bekaa Valley.  The IRC is seeking a Field Support Officer to ensure the smooth operations of its Zahle field office. Reporting Lines The position is supervised by the Zahle Senior Field Manager/Coordinator and also has technical reporting lines and will receive technical direction form the Beirtu HQ Supply Chain Manager. RESPONSIBILITIES: Safety and Security Communicate, coordinate and report any security issues to the Senior Field Manager/Coordinator and  Safety and Security      Officer in Beirut Regularly inspect all equipment and supplies required by IRCs staff Safety & Security Protocols including fire, health, vehicle emergency equipment and general security. Promptly advise supervisor when new or replacement supplies are needed Ensure that the IRC premises, vehicles and assets are secure at all times. Support the Senior Field Manager/Coordinator in delivering timely Safety and Security orientation and refresher sessions to all staff. Facilities management: Upkeep and general IRC facilities management including offices and guesthouses Oversee, or perform, general maintenance and minor repair work including: doors, windows, toilets, furniture,       painting of doors and wall To monitor stock consumable items such as fuel for the generator, toiletries, light, bulbs/tubes and arrange to replenish supplies in accordance with IRC current procedures. To be responsible for maintaining the security of the premises and its contents; control of keys, opening and locking up of the office including lights and internal doors. Fleet and transport Provide input as requested by supervisor for plan to increase/decrease number of rental vehicles required; schedule drivers and ensure coverage when drivers are away Compile weekly vehicle allocation and program travel plans for approval by supervisor; ensure supervisor and  Beirut HQ Safety & Security receive final weekly travel plans to support security oversight Maintain daily vehicle movement boards for all vehicles and monitor departure and return of vehicles. Coordinate intercity travel with Beirut HQ Orient all new drivers; oversee driver performance and respect and compliance with IRC standards and security protocols. Ensure any vehicle accident or incident is immediately reported to the supervisor and fully documented in accordance with IRC safety and vehicle policies Ensure that log books are verified and signed. Control      and Issue fuel vouchers and review usage, prepare payment requests for charging to appropriate budgets for approvall by supervisor. Strictly monitor fuel utilization and vehicle efficiency. Ensure keys for vehicles are kept safe and secure and vehicles are only utilized by authorized drivers. Track vehicles for regular maintenance and, as/if required,  refer requests to Fleet Assistant in Beirut  Procurement Assist Senior Field Manager/Coordinator in orienting new program staff on procurement processes; on an ongoing basis work with program staff to plan procurement so it can be delivered on time, following IRC procedures Ensure that any field procurements are done in accordance with IRC policies and procedures, ensuring that the purchases of goods and services are appropriate in terms of quality and fair market price. Consult with Beirut HQ on any technical questions or questions before initiating procurement activities.      Ensure that all purchases are properly authorized in accordance with IRC Finance and Supply Chain policies and procedures. Ensure that all other procurement files are maintained Prepare and maintain complete PR tracking sheet for all procurement activities in the field office; issue weekly to relevant field staff and Beirut HQ Supply Chain Manager Assets and supplies/ inventory management Ensure that all new assets/equipment are tagged upon receipt and promptly recorded Prepare required documents to issue equipment to staff, record return, damage or losses and promptly record Ensure that an updated assets inventory sheet is submitted on monthly bases. Ensure that all IRC assets and equipment are well maintained; advise supervisor of any damage or loss of equipment and assets Ensure that an up to date filing system for all assets maintained.   REQUIREMENTS: Interest in humanitarian and refugee issues University degree. Experience in logistics, procurement, or related field. Familiarity with procurement and rental markets in the project locations strongly desired. Languages:  Fluency in Arabic and ability to communicate clearly and effectively in English required.  Proficiency in French desired, but not required. INGO experience preferred Strong ability to prioritize work under pressure, maintain attention to detail, and coordinate multiple tasks to meet deadlines.  Effective time management and organizational skills. Excellent interpersonal and problem-solving skills, creativity and flexibility. Energetic, with great networking and communication skills. Driver’s License