Fleet Assistant

Reporting to: BASE LOGISTICIAN NGO PRESENTATION   Handicap International is an independent and impartial international aid organisation working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights.   Handicap International is a not-for-profit organisation with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.   HI has been present in theMiddle Eastsince 1987 through its Development Department. HI started from early April 2012 a new project at the regional level aiming at the recognition and respect of the rights of PwD by the authorities and institutions, through the reinforcement of the Disabled People’s Organisations (DPO) and the disability movement at large. In Lebanon, in addition to the regional project, HI has been implemented a project aiming at improving the access to mental health rehabilitation services for the children with psychological distress living in the Palestinian camps. At last, in 2010, HI established the only humanitarian demining capacity in northern Lebanon (Batroun Region) Action Center (LMAC) in achieving its goal of making Lebanon mine impact free by 2020.    MISSION CONTEXT   Following the yearlong crisis in theSyrianArabRepublic, that has caused the displacement of civilians inTurkey,LebanonandJordan, Handicap International is implementing projects inLebanonandJordan, aiming at mitigating the impact of the crisis on the Syrian refugees and the host communities. InLebanonas well as inJordan, Handicap International aims to improve the access to emergency rehabilitation cares for the Syrian refugees at hospital and community level and to improve the coverage of the specific needs of the most vulnerable people affected by the crisis at the community level. InLebanon, the targeted areas are the northernBekaaValleyandTripoli, whereas inJordan, the targeted area is the northern region closed to the boarder.   In Bekaa, Handicap International aims to improve the coverage of basics and specific needs of the most vulnerable people affected by the crisis at the community level, and by developing a tailored response to improve conditions of life during winter period. In Tripoli, Handicap International aims to provide direct support to syrian injured refugies at hospital and community level. Besides, HI aims to improve the coverage of specific needs for vulnerable persons in the North.    ACCOUNATBILITIES   Based in Zahle, the Fleet Assistant is responsible of   Responsible of the smooth fleet management of all HI vehicles  in Bekaa Responsible of the overall supervision of the drivers to ensure the respect of HI policy and fleet security rules in line with Handicap International Human Resources policies. Being the focal person contact with rental car company and fuel stations in the field in link with the Fleet responsible in Beirut, for administrative documents and reports relative to the fleet management in Bekaa. Responsible for the follow-up of the security movements tracking of the vehicles in Bekaa. Collecting information regarding security of movements and of the efficiency of fleet planning Responsible of the efficient follow up of the vehicles.   Under the direct supervision of the NFI LOG manager, you will be responsible for purchase in Zahle all items reference to NFI program and others program if need.   Your tasks will inlcude (amongst others):   1.           Fleet and transport:   With the support of the Log assistant and under the supervision and validation of the Base logistician   a.    Management of movements ·Collect and ensure the reconciliation of all document regarding movement plan inter-base movement at the base level ·Compile data and establish a weekly plan of vehicle movements   b.    Implementation of procedures and documentation ·Collect and ensure the reconciliation of all documents regarding fuel consumption (fuel voucher, logbook, gas station detailed invoice, etc.) ·Ensure the adequate filling of all documents, especially Log book Archiving of fleet files in a proper way ·Transfer relevant logistic information to the Logistician Base ·Follow the fuel supply and vehicle rental in link with Log Base and Log Country ·Check all the invoices from Fuel stations in link with Fleet responsible in Beirut ·Prepare the fleet matrix and consumption report for all Bekaa vehicles ·Fill and check the attendance sheet for vehicle ·Prepare relevant maintenance requests with company representative on a weekly basis   c.     Security management   Make security check of each vehicle at the arrival on a base twice a month and fill adequate form. Make sure than each car have all the documentation and copy requested (such as insurance, car ID, ...)  archive a copy on the base files. ·Make sure all drivers know the roads conditions, used secure roads and respect the security driving rules ·Ensure the implementation of security rules for movements (tracking system, wearing of security seatbelt, etc.) and make adequate reports to the log base. ·Monitor constantly all car movements using movement boards on a daily basis. ·Ensure a proper maintenance of vehicles in link with the drivers, the fuel station, the rental agency, etc. In charge of the tracking of movement and to report any problems to Field Coordinator and Base Logistician. Report on the map selected road, point of interest, check point, etc. To assist the Field Coordinator and Base Logistician in their tasks regarding security issue for movement; To organize and ensure an efficient follow up of the cars regarding safety (checking of car, extinguisher, etc.) To prepare a draft report for each road accident, even minor, describing factually the circumstances of the accident & descript the potential physically injuries, & the materials consequences (precise the reparation to be done on the car).   2.            Team management   ·Supervise drivers (HI & rental) and ensure their adherence to the fleet management procedures and policies ·Brief all the new drivers on their duties and security ·Ensure that all the drivers have the documentation as Driving license, order of mission if need, HI card etc ·Establish a weekly planning for duty drivers ·Ensure the HR procedures are follow (attendance, leave, appraisal…) ·Control attendance: Organize the planning of holidays, validate leave requests, organize replacement, collect and check attendance sheet, check overtime... ·In link with administrative department, follow up the recruitment drivers with respect of criteria and HI rules and procedure ·In case of misbehaviour, prepare draft explication letter if need and obtain adequate validation ·Suggest any required training for drivers, HI principles, tracking points, driving, etc. ·Organise and realise weekly driver’s meetings. ·Ensure a smooth supervision of the driver and collaborate, in line with the Logistician Base on the motivation of the driver’s team.     THE CANDIDATE’S REQUIREMENTS (include various soft skills & language skills) -Arabic, speaking and writing -English, speaking and writing -French language is a plus -Be rigorous, calm and polite -Be a good and polite negotiator -Good networking capacities. -Knowledge in computers (Excel required, Microsoft Office) -The ability to integrate completely in the heart of a multi-disciplinary team.