Head of Drivers – Logistics Assistant

 

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. In close respect to humanitarian principles, PU-AMI promotes humanitarian access and dialogue with all components of the civil society in Lebanon, and delivers assistance based on the needs, regardless of religion, politics and ethnic matters. 

 

Today, PU-AMI is intervening in 21 countries in Africa, the Near East, Caucasus, Asia and the Caribbean 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.

 

SUPERVISION

Under the direct supervision of

Logistics Manager

under the technical supervision

Logistics Coordinator

under the overall supervision

Field Coordinator

in supervision of

Drivers

OVERALL MISSION

1. GENERAL OBJECTIVE

The Head of Drivers - Logistics Assistant supports the Logistics Manager in the management of the office vehicles fleet, premises and stocks. He supervises the drivers on a daily basis.

2. RESPONSABILITIES AND TASKS

Role and Responsibilities                  

specific objectives and linked activities

 

1. Fleet Management

• Be the focal point in the base for all requests related to movements and vehicles, and coordinate with all departments and with the bases as needed;
• Prepare the weekly movement planning, allocate vehicles and drivers as per needs, and ensure they are available on time for all movements;
• Supervise and monitor vehicles checks and maintenance as per PU-AMI standards, and coordinate with the car rental supplier for all necessary maintenance and repairs;
• Ensure the proper and timely ordering, dispatch, use and follow-up of fuel cards;
• Prepare the monthly Fuel Follow-up and monitors vehicles consumption, alert in case of any discrepancy or anomaly;
• Support the Logistics Manager in the checking of the monthly fuel and car rental invoices;
• Ensure all vehicles are properly equipped as per PU-AMI standards (safety items, tools…), and have all necessary and up to date documentation (registration, rental contract, insurance certificate, logbook…);
• Report formally any incident, misuse or damage to the vehicles to the Logistics Manager;
• Monitor the use of vehicles (consumption, mileage, maintenance, damages, administrative compliance) and consolidates the monthly Fleet reporting;
• Perform routine oil checks, tire check, fluid checks, battery inspections, brake inspection;
• Ensure safety of passenger(s) and the vehicles being driven;

                  -   Occasionally drive colleagues when deemed necessary.

 

 

2. Premises

• Support the Logistics Officer in inspecting offices and accommodations;
•  Support Logistics Officer in receiving and tracking of all maintenance requests and needs, and ensure necessary works are implemented in a timely and cost-efficient manner;
• Follow and dispatch as per needs all furniture in the premises, and monitor any need for maintenance or purchase of additional items;
• Support the Logistics Officer in the follow-up and payment of rental and running costs (electricity, generator, water, internet, small repairs…)

 

 

3. Stock follow-up and purchases

• Manage and monitors the stocks of stationeries and office supplies, and support the Logistics Manager in the procurement of needed items;
• Support the Logistics Manager for the daily follow up and monthly inventory of assets and equipment;
• Support the Logistics Manager for small purchases and payments for Akkar office as needed.

 

4. Team supervision

• Supervise the team of Drivers, and prepare weekly planning as per needs;
• Participate in the continuous general training of the Drivers and ensure procedures and driving regulations are known and applied;
• Participate in the recruitment, in coordination with the Logistics Manager and HR department;
• Conduct appraisals of the Drivers with the support of the Logistics Manager if needed.

The tasks and responsibilities defined in this job description are non-exhaustive and can evolve depending on the project’s needs.

3. PRIORITIES OF THE DEPARTMENT

• Ensure proper follow-up of the vehicles fleet usage, maintenance, and administrative compliance
• Finalize installation and organization of the Coordination office, and prepare the closing of one guesthouse
• Monitor premises maintenance and repairs needs and ensure timely implementation

QUALIFICATIONS

Mandatory requirements

• Language skills: Fluent in Arabic and English (spoken, read, written)
• Education degree: good technical knowledge in fleet management, good analysis and reporting skills
• Work experience: minimum 2 years’ experience in relevant position (logistics, fleet management, premises management)
• Knowledge and skills: Good knowledge of procurement standards and donors guidelines, and of the Lebanese purchasing environment
• Computer skills: good practice of Microsoft Office and Internet tools
• Other: Valid driving license (minimum 2 year)

assets

• Interests: Work in relief
• Transversals skills

• Honest, trustworthy, and solution oriented
• Reliable, rigorous and well organized
• Able and willing to learn to extend his/her scope of work
• Able to manage priorities, take initiatives and work without constant supervision
• Motivated and dedicated to his/her job