Equipment & Fleet Logistics Officer

Working as an important member of a diverse team who are committed to serve the world’s most vulnerable with practical and compassionate care, Equipment & Fleet Logistics Officer supports many of the logistics activities of the programme. On a day-to-day basis the Equipment & Fleet Logistics Officerprocure, track, maintain and report on fleet and equipment used by support and project staff to carry out Medair’s mission in Lebanon. To also ensure smooth operational flow of fleet and equipment management between projects while upholding necessary support systems and deepen accountability.  Major Duties And Responsibilities:   Ensure that Zahle office equipment is managed in accordance to Medair guidelines found in the Procurement Manual and all procedures listed in the Equipment Folder, across the support office and all projec Update and maintain the Equipment Inventory List (EIL) and other equipment tracking forms ready for both regular and spontaneous audits. Manage all broken, damaged equipment according to the Medair Disposal manual. Carry out monthly physical inventory of all equipment. Record, monitor, maintain and service all equipment  in line with Medair policies, applicable warranties & guarantees and general good practices and common sense. Maintain all employee personal equipment forms (EDF) and follow up on new or leaving staff. Ensure that proper procedures and reporting are followed in the event of missing, broken, or repaired equipment, working with line managers and HR in the case of large loss or damage. Liaise with IT Officer as necessary to provide support with IT equipment problems and procurements. Liaise with programs and logistics regarding equipment purchases. Remain aware of all new equipment purchases and enter into equipment system as needed. Ensure that Medair is receiving top “value for money” on all items purchased. Support and maintain and oversee all fleet related systems to ensure all staff is following required procedures and ensuring Medair is held accountable to vehicle usage. Oversee fuel card system, maintain close communication with teams and usage, as well as with Beirut office for payments. Record and report fuel consumption for entire Medair Zahle fleet, cross checking invoices against receipts and logbooks on a regular basis. Using the log books and receipts/vouchers, report monthly on Cost Follow-up, sending it out monthly. Report any discrepancy in fuel usage to Logistics Manager/PSM. Regularly spot check vehicles for mechanical issues, working closely with all drivers to ensure they are carrying out their daily checks and reporting any issues. Focal point for rental car company for all regular and intermittent maintenance required. Ensure correct forms and procedures are used to report and repair vehicle issues, submitting incident reports within 24 hours of their incident and helping teams who need assistance in filling these out. Liaise with drivers and project managers when cars are out for maintenance – schedule ahead if possible. Maintain system to ensure regular maintenance is carried out on entire fleet. Liaise with Beirut focal point as communication with rental company is necessary. Focal point for maintenance requests, replacement cars and others as needed. Liaise with PR requestor for any new vehicles needed. Maintain weekly movement plan for all movements between Zahle and Beirut, communicate accordingly. Liaise with all drivers to ensure vehicles are available for planned movements, keeping in mind security plan. Ensure movement board and key box are correctly used by drivers. Organise and when needed, provide transport for team members and guests to meetings, appointments, etc. Train and refresh training as needed for drivers in all systems related to fleet and vehicle management. Work closely with all drivers to ensure logbooks, maintenance, fuel and washing is correctly carried out. Liaise with drivers as needed regarding their responsibility as drivers. Administer new drivers their driving test with, complete appropriate paperwork, signed off by head of Support at base and filed appropriately if needed for insurance or other purposes. Liaise with HR and appropriate line manager if driving training or discipline needed for drivers. Report any misbehaviour of drivers to PSM or appropriate line manager.   General Administration and Communication Maintain, copy and scan all relevant files for archiving and audits. Meet the logistics related administrative requirements ofMedair, donors, local legislation, suppliers, contractors and any other stakeholders, so that the logistical aspects of the programme function efficiently, effectively and with integrity. Ensure a clear and transparent paper trail is in place for all logistical transactions (e.g. purchase requests, waybills, stock control, asset tracking, etc.), that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements. Contribute, as required, to the accurate and timely reporting of activities e.g. through weekly and monthly reports. Maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements. Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships. Meet the logistics related administrative requirements ofMedair, donors, local legislation, suppliers, contractors and any other stakeholders, so that the logistical aspects of the programme function efficiently, effectively and with integrity. Ensure a clear and transparent paper trail is in place for all logistical transactions (e.g. purchase requests, waybills, stock control, asset tracking, etc.), that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements. Be aware of the potential for loss or fraud in logistical activities and procedures. Pro-actively work to prevent such occurrences by working ensuring adherence to Medair guidelines on fraud prevention with relevant line managers to improve transparency and to ensure the best use of Medair assets and resource. Work with relevant team members and field management to ensure the security of Medair property and equipment.   Staff Management Work with casual labour as needed to achieve specific, time-bound tasks within the fleet or equipment needs. Act as a “dotted line” manager to all drivers in close communication with their direct line managers.     Qualifications/Experience/Competencies Team-Player with good interpersonal skills, encouraging and supporting. Capacity to work under pressure and manage personal stress Creative, open-minded, flexible, self-learner. problem solving ability, competetent with administrative tasks. quick learner with practical, precise approach. Post-qualification professional or practical experience, work experience in logistics, preferably in an NGO setting. Arabic and English (spoken and written) Computer literate with good working knowledge of Microsoft Excel, Word and Outlook. Attention to detail and a love for spreadsheets and timely reporting. Good numerical and report writing skills.