Logistics Assistant

2- RESPONSIBILITIES AND TASKS

• Fleet Management : Ensure the fleet is in proper condition and movements are conducted smoothly. Drive when necessary.
• Premises management : Follow-up on the office needs, maintenance and small repairs
• Stock follow-up and purchases : follow-up on the stock
• Drivers supervision : If applicable, supervise the drivers at the base
• Support in times of emergency : support the team in daily activities

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;
• Drive colleagues when deemed necessary.

2. Premises

• Support the Sub Base Manager in inspecting offices and accommodations;
• Support Sub Base Manager 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 Sub Base Manager 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 Ras Baalbek office as needed.

4. Team supervision (applicable in case additional drivers are to be recruited)

• If applicable, 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.

5. Sub-base team support – emergency support

When needed, support the base team during distributions and daily activities

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

4- REQUIRED KNOWLEDGE AND SKILLS:

1. 1. TRAINING

REQUIRED: good technical knowledge in fleet management, good analysis and reporting skills      

1. 2. PROFESSIONAL EXPERIENCES

REQUIRED: minimum 2 years’ experience in relevant position (logistics, fleet management, premises management)

DESIRABLE: Previous experience with INGO

1. 3. KNOWLEDGE AND SKILLS

REQUIRED:

Valid driving license (mandatory)

Ability to work on diverse tasks, prioritize and delegate

Ability to take initiative and work autonomously

DESIRABLE:

Good knowledge of the area (Baalbek-Hermel)

Good knowledge of procurement standards and donors guidelines, and of the Lebanese purchasing environment

1. 4. LANGUAGES

REQUIRED:

Fluent in Arabic

Good command of English (spoken, read, written)            

1. 5. SOFTWARE

REQUIRED: Good practice of Microsoft Office and Internet tools               

Required Personal Characteristics (fitting into the team, suitability for the job and assignment)

• Strong commitment to the humanitarian principles and willingness to support people in need
• 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

PUI-AMI Employment Conditions and Benefits:

Status: A Fixed-Term Contract 

40-hours work week from Monday to Friday.

Location: Baalbek Hermel Governorates

Travel Required: Office/ Regular field visits

Monthly Gross Income:  1279 USD based on PU-AMIs internal salary scale. PU-AMI deducts income tax and automatically registers employees to NSSF

Seniority Allowance of +2% monthly increase of your basic salary after 1st year of employment. Seniority allowance is gradual and grows of +2% every year.  

Insurance Medical Insurance class B for employee and spouse.

Life Insurance

Maternity leave of 100 days

Paternity leave of 5 days

Paid Leaves Policy: 24 days of paid leaves per year

3 paid Sick Child Leaves per year for employees with children

Eutelmed Psychosocial service available 24/7 in both Arabic and English

Other allowances that are extra?

Opportunities for career progression and transparent internal recruitment system

Internal trainings and capacity development opportunities

Staff wellbeing and inclusion activities

Our Commitments

PU-AMI sees diversity of nationalities, genders, beliefs, profiles and statuses among its employees as a major asset for its humanitarian action and therefore compels itself to the strict observance of the principle of non-discrimination throughout its recruitment process.  

PU-AMI applies a policy of zero tolerance towards exploitation, sexual abuse and mistreatment, in all its forms, of men, women, children and all vulnerable persons. It engages all its staff to promote, disseminate and respect the principles set out in its ethical framework.