Facilities Support and Logistics Assistant - Beirut - National Candidates Only

Background/IRC Summary: The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

Job Overview/Summary:

The Admin Support and Logistics Assistant is a focal point for all on location of employment deliveries receipt (mail, water, assets and properties) this position caters to support two departments, namely administration and Facilities and Supply Chain, whereas the job requested is an office based of technical physical nature.

Major Responsibilities:

Administrative Support:

• In charge of the 8th floor opening procedures including checking equipment functionality (lights, sanitary , printers…etc ) and reporting faults and breakdowns through the appropriate channels
• Replenishes 8th floor stationary (printer papers and other consumables)
• Receiving visitors to the 8th floor and guiding them to adequate teams (suppliers and others)
• receiving and dispatching mail from Beirut office various departments to Field offices through way bills.
• Receiving mail from field offices and dispatching them to various departments in Beirut Office including sending out mails for package collection.
• Filing all way bills received.
• Upkeeping a tidy and neat reception area clear from packages and deliveries.

Technical Support:

• Replenishment water requests through process of ordering when/as needed.
• Delivery receiving from supplier and compiling delivery receipts for Beirut office to submit to invoicing.
• Performing facilities maintenance check list (checking daily the functionality of Beirut offices equipment, electrical and mechanical infrastructure).
• Reporting faulty equipment or needed responsive repairs to Technical Support officer in charge in collaboration with the provided security measures on preset check lists.
• Oversee maintenance repairs technical teams on Beirut premises.
• Performing minor maintenance requests like changing light bulbs, installing, and dismantling office desks, cabinets and chairs.
• Moving and arranging items to and in Beirut Storage as needed.
• Ensuring that all exit stairs across all Beirut Offices building are clear from properties and items.
• Visiting apartments when requested from Technical Support Officer for responsive or planned maintenance.

Deliveries:

• Receiving deliveries from suppliers with program staff representative and checking the quantity and quality of them.
• Receiving Ops related deliveries, spare parts, supplies and other.
• Dispatching the deliveries to the programs in Beirut and the fields.
• Issuing DR’s for delivered items and receiving invoices from suppliers and dispatching them to procurement team in Beirut and the field.

Assets and properties

• Dispatching assets to the staff in Beirut and the fields.
• Receiving assets from leavers and filing the exit form in the absence of logistics manager.
• Assist Beirut office in the assets and properties count.
• Taking care of filing all the equipment issue forms for the assets.
• Assist Logistics and Assets teams in end year or other inventory counts, as needed.

Key Working Relationships:

Position Reports to:  Facilities Support Manager

Position directly supervises:  N/A

Indirect Reporting: Logistic Manager – Beirut (dotted line)

Other Internal and/or external contacts

 Internal: All IRC Beirut departments and users

External:  Service providers, Suppliers.

Job Requirements:

• College Degree.
• Logistics, Supply chain, warehousing, or equivalent technical work experience.
• Good written and spoken communication.
• Excellent interpersonal skills required.
• Very Good English and Arabic, written and spoken languages.
• Strong organizational skills, ability to coordinate and manage a diverse array of responsibilities.
• Flexibility and proven team player with ability to cultivate and maintain good working relationships with colleagues and other organizations.
• Must be computer literate, including outlook, Microsoft Word and Excel.
• Ability to independently organize work and prioritize tasks.
• Self-motivated, honest, highly responsible, and punctual.

Personal Characteristics:

• Strong sense of personal integrity.
• Attention to detail.
• Ability to multi-task.
• Team spirit and problem-solving abilities.

Working Environment: The position will be based in Beirut.