Head Driver/Logistics Assistant

1. GENERAL OBJECTIVE

The Head of Driver/Logistics Assistant supports the Logistics Supervisor in the management of the Coordination office vehicles fleet, premises and stocks. He supervises the drivers and housekeepers on a daily basis.

 2.  RESPONSABILITIES AND TASKS

specific objectives and linked activities

 

1. Fleet Management

• Be the focal point in the coordination team for all requests related to movements and vehicles, and coordinates 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 Supervisor 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 Supervisor;
• Monitor the use of vehicles (consumption, mileage, maintenance, damages, administrative compliance) and consolidate the Monthly Fleet Reporting.

2. Premises management

• Regularly inspect offices and accommodations and assess any needs for repairs or preventive maintenance;
• Receive and keep track 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 Supervisor in the follow-up and payment of rental and running costs (electricity, generator, water, internet, small repairs…);
• Ensure all premises are equipped with safety equipment as per PU-AMI standards (extinguishers, first aid kits, hibernation boxes…) and make regular inventories.

3. Stock follow-up and purchases

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

4. Team supervision

• Supervise the team of Drivers and Housekeepers 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;
• Monitor cleaning of the premises and give guidelines and priorities to the Housekeepers as needed;
• Participate in the recruitment and appraisals of the Drivers and Housekeepers, in coordination with the Logistics Supervisor.

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 followup 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.

 

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.