Fleet, Premises & Assets Supervisor

Fleet, Premises & Assets Supervisor   Première Urgence - Aide Médicale Internationale (PU-AMI) is a non-profit, non-political and non-religious humanitarian NGO. Its objective is to bring about a global response to the basic needs of populations suffering from acute humanitarian crisis and to allow them to recover their autonomy and dignity.   Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus and Asia, to cover the needs of populations affected by conflict, natural disasters or economic crises.   PU-AMI in Lebanon has been implementing emergency and recovery projects in Water, Sanitation and Hygiene, in Shelter Rehabilitation, Health and in Livelihood Recovery sectors.   POSITION GENERAL INFORMATION   Position: Fleet, Premises & Assets Supervisor Based in: Halba Base     Supervision   Under the direct supervision of:        Logistics Manager Supervision of  :                           Drivers, Housekeeper Under the overall supervision of:      Field Coordinator     OVERALL MISSION   General objective   Under the direct supervision of the Logistics Manager, the Fleet, Premises and Assets Supervisor has to ensure and support all logistics activities linked to fleet, all premises and all assets of the organization in Halba base. He/She has to manage the team of drivers, ensure the formal communication linked to the fleet within the base and with other bases, draft accurate reports linked to the fleet, assets and premises and provide initiatives and ideas on how to improve the management of its sector.     Responsibilities and tasks   Cars and transportation -       To be the focal point for car rental suppliers for the base and to liaise with the coordination for fleet planning based on activity plan. -       To ensure the formal communication linked to the fleet within the base and with other bases -      To follow the needs in terms of vehicles and ensure that needed vehicles are provided in a timely and efficient manner -      To participate in the verification of invoices fort the car rental, fuel consumption and log book follow-up -      To participate in drawing up mechanical assessments for vehicle needs and report them to the coordination and car suppliers -       To organize the schedule of vehicle movements and drivers at base level -       To ensure the complete respect of PU-AMI transportation procedures and vehicles maintenance -       To ensure that the administrative documents for all vehicles are available, filed and monitored -       To verify that the rental vehicles comply with PU-AMI regulations and needs -      To ensure the proper ordering, dispatch, use and follow-up of fuel cards and logbooks -       To monitor the use of vehicles (consumption and mileage, damages, administrative documents) and to consolidate, analyze and report the data for each vehicle -       To report all cars incident to the line manager and to prepare the reports -       To suggest initiatives and ideas to ameliorate the fleet management -       To understand and strictly obey traffic law and regulations and make sure that all people authorize to drive PU-AMI do the same.   Asset follow up -       To follow up assets inventory on monthly basis and to send the asset list every month to the line manager -       To ensure that the team members are aware of their obligations regarding the assets use and maintenance. -       To dispatch the equipment according to the needs and to update equipment list accordingly -       To assess and report the asset needs to the line manager (asset needs list) -       To manage the stock of assets -       To make sure that the assets are properly maintained and that the maintenance intervals and procedures are respected   Equipment & Assets follow-up -       To regularly check the equipment and furniture of the premises and its use -       To dispatch the equipment and furniture according to the needs -       To regularly inspect the offices and living accommodation to assess what work is necessary and to assume cleaning and maintenance are carried out. -       To draw up a list of needs of equipment and furniture when needed -        To look after all material of furniture, carry out minor maintenance and repair work as well as improvements to the premises, once validation has been received from the line manager -       To find additional premises upon identification of needs and help her/his supervisor to follow up all contractual aspects of all premises -       To follow up the rents (office and flat) and fees (internet, electricity, water…for office and flat) payments and follow up of the office/flat maintenance (repairs, normal maintenance, paintings…) -       Manage and follow cleaner team, make the schedule of cleaning and guaranty that the premises are clean and in good order.   Team management -        To organize the hiring process for drivers in accordance with PU-AMI recruitment policy -        To manage the drivers, and to organize the drivers’ planning according to the needs in collaboration with the Logistics Manager and Field Coordinator -        To participate in the continuous general training of drivers and regularly test their knowledge on procedures, security & safety -        To consult the Logistics Manager for any problem raised or caused by a driver -        To solve team conflicts, if any, and ensure team building and discipline. -        To conduct appraisals every six months for the drivers, in collaboration with the Logistics Manager   Reporting & Archiving -       To prepare regular reports on the fuel consumption and cost efficiency of the fleet -       To archive and centralize logistic files regarding fleet, assets, contracts and premises   The tasks and responsibilities defined in this job description are not exhaustive and can evolve depending on the project needs.     QUALIFICATIONS   Mandatory requirements   Language Skills: Fluent in Arabic and English, (speaking/reading/writing). Education Degree: Good technical knowledge in mechanics ; Good reporting and data collection skills Work experience: Previous relevant experience in a logistics function, preferably in an NGO Computer skills: Good skills in networking and Internet. Very good knowledge of Microsoft Office (Word, Excel) Other  requirement -         Valid driving license -         Good management skills   Assets   Other knowledge: Acquaintance with INGO' rules, procedures and regulations Interest: Work in relief Transversal skills -         Honest and trustworthy -         Reliable, rigorous and well organized -         Motivated and dedicated to his/her job -         Able and willing to learn to extend his/her scope of work -         Able to manage priorities, take initiatives and work without constant supervision