Fleet & Logistics Officer

Handle Fleet Management

Monitor the vehicles at the National Office (NO) level and provide checking report to the Supply Chain and Admin Manager.

Follow up and check on the monthly fleet reports for NO and all Areas.

Compare the NO fuel vouchers with World Vision Lebanon (WVL) reports and ensure that discrepancies are reported and escalated if any.

Collect and check the areas fuel reports signed from the budget holders and Fleet focal persons.

Collect the Rental Good Received Notes (GRN) signed from the budget holders.

Handle the Fleet department payments in terms of requisition, receiving and submit the documentation to finance after the approval of the Supply Chain and Admin Manager.

Check maintenance conditions of all vehicles in NO and report to the Supply Chain and Admin Manager any breakdown for actions as needed for Owned vehicles and with the rental supplier for rented vehicles.

Follow up with the insurance company in case of accidents and collect the legal documents.

Handle the GPS tracking system for all areas and extract reports as requested.

Manage the trips to the field and follow-up with drivers and passengers as necessary.

Coordinate with Risk Department on safety matters.

Conduct technical visit to the areas and provide report to the Supply Chain and Admin Manager

Schedule WV Driving Training and ensure it is conducted properly.

Ensure that WV NO fleet are well maintained, Equipped with safety tools, and clean at all times.

Ensure that all new staff complete WV Driving Test before driving WV owned and rented vehicles.

Handle logistics tasks

Conduct warehouses spot checks in the areas and provide a report that conclude the physical count and the quality of the items movement registration

Support the focal person in the areas and in the NO in developing the logistics part of the distribution plans.

Conduct a monthly physical count for NO and Roumieh warehouses and provide a report to the Supply Chain and Admin Manager

Handle all admin tasks related to the logistics payments

Follow up and ensure that all fleet related files and information are being received from the field team and validate the accuracy of the information.

Organize and be responsible for the filing system at the fleet level in terms of projects and programs (agreements, rental, Insurance, Vehicle listed)

Ensure that documents are properly filed in their respective projects. 

Responsible for Gift in Kind (GIK) related tasks

Work & plan annually with the support office and area managers on selecting GIK items and products.

Ensure the GIK policies and procedures of WVL and GIKs minimum standards in regards to warehouse management are followed.

Facilitate the delivery of the GIKs to the Field Office and making sure the successful and quality delivery of the items to the warehouse.

Collect reports from area managers after the GIK distribution and share them with the relevant Support Office.

Handle Staff Management

Manage the drivers and assign weekly tasks as needed in coordination of the Supply Chain and Admin Manager

Develop JDs and Recruit staff, whenever needed.

Effectively manage the performance of direct reports ensuring performance agreements, regular performance reviews are done on time. Address performance or behavioural issues when they arise.

Together with the Admin and supply chain Manager, plan and provide opportunities for capacity building to the team in consultation with the P&C Department.

Perform other duties as required

Attend and participate in WVL’s spiritual nurture and other organizational events

Responsible of own security and actively contribute to a positive security culture

Report CP incidents as per the safeguarding policy guidelines.

Abide by the security policies and procedures and report any incidents or breaches to line manager and / or security manager

Perform other duties as assigned by Line Manager

Knowledge and Skills

University degree in a field related to Business Administration/ Logistics/ Supply Chain

MS Office (Word, Excel, Power Point)

2 Years of experience in a related field

Experience within the Lebanese logistics regulation

Technical vehicle maintenance experience

Strong administrative skills including attention to details

Excellent organizational and time management skills.

Knowledge about the Lebanese driving laws