Logistic And Administrative Assistant

Purpose Ensure the efficient and timely movement of non-food relief supplies to points of distribution. Arrange and manage the necessary support facilities (such as computers & office equipment / supplies) and associated procedures needed to support the operation. Job responsibilities are very broad and may include anything needed to set up and maintain operations.   Responsibilities and tasks 1.    Logistics Establish and maintain all logistical infrastructures for administration and operations. Organize movement of all goods and equipment to ensure efficient and timely delivery of relief commodities. Supervise transport, warehousing and security personnel as well as local manual labour.   2.    Administration Ensures availability and proper functioning of all basic utility services; Receives and records Furniture, Fixture and Equipment (FFE)  items in the inventory ledger; Follows established control measures to safeguard CARE inventory items; Regularly conducts and records physical verification; Coordinates timely repairs, maintenance, and proper utilization of CARE FFE. Coordinate daily vehicle movements within and outside operating area through established control measures: Through maintenance and monitoring of vehicle movement register and control of vehicle keys; Monitoring of vehicle log books to ensure they conform with information on the vehicle movement register; Maintains individual files for all CARE vehicles, and ensures that all relevant information is available in order to allocate expenses to each donor; Develops effective control measures to monitor log books, fuel allocation and consumption, timely vehicle maintenance, unauthorized vehicle usage, and proper accounting & charging of all transport related expenses; Ensures compliance with CARE’s vehicle safety and security policies; Rationalizes use of rented cars and drivers to minimize excesses. Supervises drivers.; Overseas daily fuel allocation and accounting and provides monthly fuel expenses to Finance Manager in Beirut;   3.    Warehouse management Respect stock management procedures (records, filling, identification). Ensure proper identification of all arrival/departure material (quantity, quality, and delivery). Ensure correct preparation of deliveries Respect physical stock management requirements (organisation, cleaning, ventilation) Conduct monthly inventory of stock and ensure that stack cards are created, up-to-date, and accurate. Compile monthly inventory/stock report for the Logistics Officer. Assist in equipment and stock inventory when needed provide the Logistics Officer with the monthly stock report   4.    Cargo and dispatch management Prepare all cargo and shipping documents (Delivery Note, waybill etc) to be transported to the distribution points. Ensure safe preparation and loading of cargo onto transportation vehicles         Responsible for the management of daily and temporary workers (if applicable) Knowledge and skills: knowledge of CARE policies and procedures, Sphere and the Red Cross/ NGO Code of Conduct. Requires general administration skills and proficiency in information technology/ computer skills.   5.    Safety and Security Work closely with the Security Officer to ensure security of logistics infrastructure.   Selection Criteria Competencies People Skills: Ability to work as a team player and also able to work with disaster affected communities in a sensitive and participatory manner. Communication Skills: Well developed written and oral communication skills. Integrity: Works with trustworthiness and integrity and has a clear commitment to CARE's core values and humanitarian principles. Works with a flexible, adaptable and resilient manner. Demonstrates awareness and sensitivity to gender and diversity. Work style: Is well planned and organized.