Fleet and Premises Management Officer - Zahle

Objective 1: Fleet Management and Transport (40%)

• Keep the vehicle fleet in good condition
• Providing users with vehicles according to the needs
• Monitoring the fleet needs for upcoming periods and ensuring availability
• Track the consumption and maintenance of the vehicles
• Ensure an efficient transport AAH’s personnel and goods within Bekaa and to the project sites, according to the movement planning of the base
• Ensure reliable and regular reporting regarding all activities link to fleet management and implement adequate actions in case of abnormal indicators. E.g.: follow up and keep records of movements, fuel consumption and maintenance of all vehicles in the logbook. Submit the required reports to the Log Manager on a monthly base
• Supervise the drivers and communicate with Log Manager regarding accidents or incidents to ensure necessary information and reporting is provided. Act as a focal point for all vehicle movements
• Ensure the check the vehicles (condition and mechanic) daily and fill the daily/weekly/monthly follow up sheets.
• Make sure that all necessary items (such as tools, first aid kit, car documents, maps, fire extinguisher and communication means) are always in each of the vehicles at the beginning of each day and before any journey
• Liaise with focal point in contracted taxi company to arrange all staff movements, when necessary
• Supervise the daily and weekly movement planning – following up with teams to ensure movements for the following day & updating movement plan in conjunction with Log Manager accordingly
• Ensure follow up of the fleet (maintenance, repairs, use, wash, fuel, insurance, car registration) and that timely maintenance is done at regular intervals. Ensure that all repairs and car services are logged in the vehicle maintenance file
• Ensure that all drivers records– license, registration, and insurance and up to date – update follow up spreadsheet & keep hard copy file of documents.
• Prepares the purchase requests for the vehicles and possible repairs needed, in coordination with the Log Officer Supply and the Log Manager.

Objective 2: Equipment and Inventory (10%)

• Installation, maintenance, and repair of equipment
• Manage the equipment/asset list for the base
• Plans the needs of equipment of the base
• Follow-up the budget available for equipment in the base
• Undertake inventory checks and update inventory lists in Bekaa Base on a quarterly basis
• Ensure that users use the equipment and take care of it appropriately
• Identify problems on equipment and ensure their resolution or repair in connection with IT Advisor

• Exercise as IT focal point for the base.
• Keeps up to date the equipment list

Objective 3: Premises Management (30%)

• Ensures the proper facilities managements according to AAH standards
• Manage the rehabilitation and maintenance of the premises
• Ensure that all premises are equipped with functioning and up to date first aid kits, fire extinguishers, smoke detectors and other safety equipment.
• Support Log Manager collecting relevant items and quantities of supplies needed for Office and GH supplies/stationary
• Support Logistics to identify suitable building for AAH Premises
• Centralizes and anticipates the logistics needs of the departments and the GH.
• Supports with the WH management when required in terms of facilities management.
• Manages the premises follow-up report/indicators
• Manages the payment process for utilities and premises rentals.
• Back-up of the WH Keeper if required

Objective 4: Supervision of the Team (20%)

• Establish a work plan
• Control the planning for the team
• Delegate activities and confirm that they are properly executed
• In case of absence of a direct team member, take over his/her activities
• Organize training sessions
• Provide technical support to the team if necessary
• Taking part in the recruitment of his/her teams
• Organizing and leading team meetings
• Working out and monitoring individual action plans for the team members
• Managing planning operations, task sharing and coordination work
• Providing for evaluation interviews for team members
• Providing technical support to the teams
• Identifying the training needs of the team members
• Devising, organizing, and leading training sessions
• Managing difficulties in the team

Objective 5: Security

• Respect the security rules specified in the mission and base security plan, see to it that the team under his/her responsibility complies with the security plan and perform the security management tasks that can be assigned in its protocols.
• Communicate to the security managers of the working location any security related information or noncompliance with the security plan

Objective 6: Support humanitarian activities of Action Against Hunger

• Support the emergency interventions of the organization as per the employee’s abilities.
• Support any activity that helps reaching our humanitarian goals, as per the employee’s abilities.
• Promote gender equality within the humanitarian and/or development work

Academic Background:

Secondary education or higher. University degree preferred on Business Administration, Logistics, Industrial Engineering or related.

Technical specific knowledge:

• Valid Driving license for not less than 5 years; knowledge of driving rules and regulations and skills in minor vehicle repair; and good knowledge of Bekaa Strip roads.
• Knowledge of security protocols in relation to staff movements, premises and base operations
• First Aid Knowledge desirable

 Previous experience (years):

• Minimum of two years’ work experience as Logistics Assistant, Warehouse keeper, and/or Fleet Manager. Desirable experience working for an international organisation.
• Safe driving record

Humanitarian sector knowledge:

Experience in logistics, asset management and facilities management

Languages:

Good reading, writing, and speaking skills in both Arabic and English. French an asset

IT systems:

Knowledge of Windows environment, intermediate level in Excel, Word, Power Point and Outlook.