Facility & Equipment Assistant

Role and Responsibilities To ensure the smooth operation of the Beirut base. Overseeing the facilities, equipment, repairs, maintenance and cleaning of the same and providing supplies for the apartments, office and any other buildings.   Project Overview Syria Response programme is based in Lebanon and Jordan, supporting refugees who have fled their home country. To assist, Medair in Lebanon is distributing shelter kits and other essential items, carrying out site improvements with flood and fire mitigation training in informal settlements and mapping refugee movements in the Bakaa valley.   Medair Medair brings life-saving relief and rehabilitation in disasters, conflict areas, and other crises by working alongside the most vulnerable. Its Internationally Recruited (IRS) and HQ staff are inspired by their Christian faith to care for people in need, providing practical and compassionate support, regardless of race, religion, or politics. Medair has achieved the ISO 9001:2008 certification, worldwide. This certification signifies that Medair effectively delivers goods and services with a focus on beneficiary needs. Founded in 1989, Medair’s unwavering commitment continues to bring hope to the world’s most vulnerable.    Key Activity Areas Logistics Carry out the day-to-day logistical functions of the facilities including, but not limited to:          Ensure essential facility supplies are readily provided e.g. power, water, telephone, internet, etc.          Ensure the facilities are regularly cleaned, maintained and repaired to the standards agreed, including related               household tasks as requested          Provide all consumable items for both the office and apartment facilities e.g. potable water, gas,  groceries,                    cleaning products, stationery, printer ink, etc.          Prepare and provide the necessary requirements for guests including accommodation, welcome & briefing pack,               security, maps, phone, emergency money, keys, emergency contacts, etc.), taxis, etc.         Organise and provide transport for team members and guests to meetings, appointments, etc Carry out the day-to-day logistical functions relating to equipment including, but not limited to          Update and maintain the Equipment Inventory List (EIL) and other equipment tracking forms ready for both                    regular and spontaneous audits          Record, monitor, maintain and service all equipment  in line with Medair policies, applicable warranties &                         guarantees and general good practices and common sense          Ensure that Medair is receiving top “value for money” on all items purchased          Liaise with IT specialists as necessary to provide support with IT and network problems Ensure all activities are carried out in line with Medair guidelines and procedures and according to any donor requirements Work with relevant team members and field management, within the context of the local environment, to ensure the security of the Medair base(s) and of all Medair property and equipment Administration Meet the logistics related administrative requirements of Medair, donors, local legislation, suppliers, contractors and any other stakeholders, so that the logistical aspects of the programme function efficiently, effectively and with integrity Ensure a clear and transparent paper trail is in place for all logistical transactions (e.g. purchase requests, waybills, stock control, asset tracking, etc.), that records are kept in an orderly and timely fashion and that the filing (archive) system is in line with Medair and donor requirements Contribute, as required, to the accurate and timely reporting of activities e.g. through weekly and monthly reports Communication Maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable logistical activities and requirements Provide training, advice, mentoring and coaching as required to all relevant staff on logistical procedures, internal controls and the logistical requirements of donors Develop and maintain positive relationships with suppliers, local authorities, other NGOs and any other stakeholders, representing Medair and ensuring good co-operation and partnerships Staff Management Work with casual labour (including hiring, co-ordinating workload and payment) to achieve specific, time-bound tasks within the facilities Quality Management Be aware of the potential for loss or fraud in logistical activities and procedures. Pro-actively work to prevent such occurrences by working ensuring adherence to Medair guidelines on fraud prevention with relevant line managers to improve transparency and to ensure the best use of Medair assets and resources Qualifications Professional / vocational / technical qualification in logistics or management   Languages Strong working knowledge of Arabic and English (spoken and written)   Experience / Competencies 1-2 years post-qualification professional experience in logistics, preferably in an NGO setting Computer literate with good working knowledge of Microsoft Suite IT problem shooting skills desirable Experience of facility and/ or equipment management systems Problem solving ability Competent with administrative tasks Commitment to best practice Quick learner with practical and precise approach to work Attention to detail Technical understanding of mechanical and communication equipment Good numerical and report writing skills Strong character traits-adaptability, flexibility, honesty, integrity