Logistics Assistant

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. 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 main-office vehicles are used and maintained according to Logistics Handbook and other NRC policies. Plan, schedule and monitor transport of staff and material/equipment according to demands and procedures. Coordinate and facilitate timely reporting of eventualities like accidents and breakdowns and Filing of all vehicle records and reports. Secure that NRC vehicles are equipped with necessary documents and equipment. Proper asset/inventory register (Agresso). Proper documentation of assets. (Asset register, loss and damage, physical check related document, etc...   Ensure that all procurement processes are in compliance with Logistics Handbook, other NRC policies and door requirements. (If needed). 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. Assets Managements Generate through Agresso quarterly assets reports and inventory reports for NRC Lebanon offices, sub-offices and guesthouses with complete information. In coordination with the logistics and IT team receive newly purchased items/assets from suppliers as per requisitions/samples, issue asset tags as needed and deliver/dispatch those to the concerned persons/locations or store them and maintain the record accordingly. Responsible for the stock in Beirut office, Prepare assets registers, GRNs, Waybills and maintain their filing as per the NRC filing standards.  File and follow up any report for damage or obsolete in order to update the record accordingly. Monitor items that are sent for repair. Keep records of repairs and the reports. Focal point to register or Update assets/inventory if item status changes, such as if the item is destroyed, stolen, moved to another location, donated, or sold. Liaise with the HR department on the handover of assets during the clearance phase. Fleet Management Work together with the NRC Lebanon Fleet staff (including drivers) to ensure that vehicles are used and maintained according to the Logistics Handbook and other NRC policies related to fleet. Daily management of Beirut office drivers and responsible for the day to day organisation/dispatch of trips.   Schedule and monitor transport of staff and material/equipment according to demands and procedures. Coordinate and facilitate timely reporting of fleet activities (carpool, car circulation and maintenance). In case of accidents or breakdowns ensure reports are prepared for the main office fleet. Secure that all NRC vehicles are equipped with necessary documents and equipment. Work with the Logistics Coordinator to optimise in terms of safety and cost effectiveness the NRC Lebanon 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 shares security updates with Beirut office drivers. Ensure that logbooks are filled properly with the all the needed information.   Others: Any other tasks that could be requested by the line manager. 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 logistics Assistant reports to the Logistics Coordinator. Daily interaction and coordination with NRC staff for a well-organized movement plans.  Coordination with the NRC Fleet staff in the field offices to support and for coordination of trips when needed. Daily follow up and management of main office drivers. Work with the NRC Lebanon security department to explore and implement routines to better track the whereabouts at any one time of NRC vehicles. 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 from 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. Strong organizational and team working skills Highly approachable, trustworthy and confidential  Context/ Specific skills, knowledge and experience: Must be able to work independently to troubleshoot, perform root cause analysis, identify and isolate technical issues Ability to lead process improvement initiatives and gain successful outcomes. Managing resources to optimize results Communicating with impact and respect Planning and delivering results Coping with change Working with people Handling insecure environments 2. Behavioral competencies (max 6) 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: Performance Management The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews: •             The Job Description •             The Work and Development Plan •             The Mid-term/End-of-trial Period Performance Review Template •             The End-term Performance Review Template •             The NRC Competency Framework