Logistics Assistant/fleet

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.   1.      Role and responsibilities The following is a brief description of the role. Generic responsibilities These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work and Development plan.   Ensure that vehicles are used and maintained according to Logistics Handbook and other NRC policies, annexes, SOP’s Provide anti-corruption, transparency and cost efficiency focus in all processes (e.g. in vehicle management) Plan, schedule and monitor transport of staff and material/equipment according to demands and procedures. Ensure that all NRC vehicles are in proper operating condition and coordinate vehicle maintenance with the fleet focal point in Beirut HO and the car rental company. Train and develop drivers. Ensure that NRC vehicles are equipped with necessary documents and equipment Maintain all vehicle records including reports in case of accidents and /or breakdowns Assist with other day to day logistics tasks as assigned by the Logistics Officer   Specific responsibilities These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly.   Management of drivers including Performance Management as well as administrative follow up (leave planning and follow up, DSA, over time, etc. Daily organisation/dispatch of trips for the Bekaa offices by preparing daily movement plan and allocating the drivers accordingly Coordinate and facilitate timely reporting of fleet activities (carpool, car circulation and maintenance) Coordinate with the Logistics Officer to optimise in terms of safety and cost effectiveness of the NRC Bekaa fleet Ensure that private use of vehicles by expats is monitored, payment sheet is prepared monthly, and payment is shared with finance and expats Collecting and validating vehicle weekly check (Monday and Friday) and doing spot checks on the vehicles Liaise with the security department and share security updates with Beirut office drivers Ensure that logbooks are filled properly with the all needed information Assist with logistics tasks such as asset tagging, inventory records, office maintenance and payment of utility bills   Critical interfaces By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: The Fleet Assistant reports to the Logistics Officer. Management of Bekaa offices drivers. Daily interaction and coordination with PMs about the movement Follow up with Beirut logistic department and the rental car company on requesting and receiving cars Work with the NRC Lebanon security department to explore and implement routines to better track the whereabouts at any one time of NRC vehicles.   2.      Competencies Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:   1. Professional competencies These are skills, knowledge and experience that are important for effective performance. Generic professional competencies: Excellent communication and interpersonal skills be able to communicate effectively, produce reports, and present solutions.                 Minimum two years of experience working with transport/vehicle management and asset management preferably in a humanitarian/recovery context. Previous experience from working in complex and volatile contexts. Good English language level – written and spoken. Knowledge of Excel Documented results related to the position’s responsibilities. Context/ Specific skills, knowledge and experience: Good communication and interpersonal skills Strong organizational and team working skills Good cultural awareness and sensitivity Good computer application skills in Microsoft Excel, Word, PowerPoint, Database and network communication Knowledge of the NGO operations and the dynamics of the humanitarian sector is a plus Conflict Management skills Ability to work independently whenever required Highly approachable, trustworthy and confidential A strong administrative service orientation. Good individual counseling, conflict resolution and problem solving skills.   2. Behavioral competencies These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies and the following are essential for this position: Working with people Planning and delivering results Communicating with impact and respect Handling insecure environments