JOB DESCRIPTION

The International Rescue Committee (IRC) responds to the world”s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world”s largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you”re a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Job Overview:

Working
under the direct supervision of the Logistics Manager & technical
supervision of the AFMU Officer the Operations Support Assistant  based in Beirut is responsible to manage the
drivers team at IRC offices (Beirut & Field) in line with IRC strategies
and in compliance with IRC procedures, processes, SOPs and Manuals – along with
ensuring a high-quality service provision that meets all the requirements at
all levels (Safety and Security, Environment, Program Activities, Operations,
Efficiency, Effectiveness, Cost-Efficiency and other related requirements). &
for supporting the delivery of efficient and effective technical and
maintenance support to the IRC Lebanon Country Program HQ, and other affiliated
offices, premises and centers in Beirut.

Major Responsibilities:
Logs & Fleet Responsibilities:

• Manage, Evaluate and Monitor IRC drivers
  & Service Providers (Conduct their Performance, signing their
  Timesheets and Leave Requests…)
• Prepare the Weekly Movement Plan for all
  staff in a proper, efficient and effective way and deliver it to the
  drivers in a very clear way.
• Daily follow-up with the HAS team to
  ensure all movements are cleared based on the security clearance in the
  weekly movement plan and daily advisories shared by HAS team.
• Ensure that the log sheets are recorded
  properly on a daily basis along with updating the Fair Share Cost
  Allocation tool.
• Ensure vehicles are well maintained and
  that all necessary repairs are carried out in a timely and efficient
  manner, fully equipped with tools and safety equipment, hygiene materials
  and all required documents are in place.
• Ensure that vehicles are daily inspected
  and recorded & collection of vehicle keys on a daily basis.
• Inspect and record the condition of
  vehicles, by maintaining monthly checklist files and ensuring that
  Vehicles logbooks are accurately filled.
• Ensure that accident information is
  recorded and all accident matters are well managed.
• To adhere to IRC policies and procedures,
  including but not limited to: Understand and obey all traffic laws and
  regulations & accurately keep the vehicle log sheets and fill the data
  entry of the fair share cost allocation file & applying the standard
  regulations and procedures in case of an accident.
• Support the logs team in delivery process,
  waybill & update fleet/Logs trackers.AFMU Responsibilities:
• Prepare bills and payments, collect codes
  for booking petty cash-paid invoices, and present complete sets of
  documents to the Facilities staff in charge .
• Support the team in termination, renewal
  and acquiring of new premises, including arranging the movers’ services,
  packing services and dispatchers. Arranging personal belongings shipments
  when/if needed.
• Maintaining
  records of all facility payments, regularly updating the monthly tracking
  of utility fees for Beirut offices and apartments, completing technical
  maintenance checklists on a weekly basis, and managing other documentation
  in accordance with the Administration Department system.
• Support
  in inventory records for office supplies(kitchen and cleaning Supplies
  ect..), monitor usage, and distribution among floors/departments and the
  Housekeeping Team. Request replenishment for stock when needed through a
  PR.
• Support
  the team in raising PRs.
• Accountable
  for updating facilities and lease tracking sheet to ensure availability of
  up-to-date and accurate information; regularly share lease tracking sheet
  with Support manager.
• Respond to all maintenance support mails
  and calls, update tracking sheets accordingly.
• Utilize ServiceNow to generate facility
  maintenance reports, improving planning, execution, and response to
  customer needs(Beirut offices & apartments) & Track expenditure.
• Perform daily rounds and fill maintenance
  checklists, assessing the needs of every department/floor.
• Responsible for responding to all expats
  apartments requests and coordination of repairs and other related duties /
  requirements.Key
  Working Relationships:
• Position
  Reports to: Logistics Manager.
• Position directly supervises: Drivers.
• Indirect
  Reporting: AFMU Officer.
• Internal Contacts: Support Team, Program team,
  Operations Team, , Field Coordinators and Teams, HAS Team and Drivers.
• External Contacts: Visitors, Suppliers & Service Providers & others.Minimum Qualifications:
• Positive and professional attitude, able
  to organize, maintain composure and prioritize work under pressure, work
  overtime when necessary and be able to coordinate multiple tasks and
  maintain attention to detail.
• Ability to work as a member of a team is
  essential.
• Proven computer literacy in MS Word, MS
  Excel MS Outlook and related programs required.
• Ability to plan, prioritize, coordinate
  and perform multiple tasks simultaneously.
• INGO experience preferred.
• Ability to communicate in English and
  write clear and concise reports in English is strongly preferred.
• Fluency in Arabic is required.
• 3 to 4 years’ work experience.
• Team Leader.
• Problem solving.
• Analytical thinking.
• Willingness to put in extra hours as
  required.
• Valid national driving license.
• Full knowledge of Driving policies and
  procedures according to the Lebanese driving law.Personal Characteristics:
• Strong sense of personal integrity.
• Team spirit and problem-solving abilities.
• Attention to detail.
• Strong supervisory skills.
• Ability to multi-task.
• Time oriented.
• Excellent communication skills including
  report writing.
• Flexible in dealing with all requirements.
• Ability to work under pressure.Working Environment: The position will be based in Beirut
  with monthly travel to Field Sites.Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.Level of Education: Bachelor Degree

  Work Hours: 8

  Experience in Months: No requirements

  Organization: International Rescue Committee