Operations Support Assistant (Internal Only)

Qualifications of Operations Support Assistant:

• Location: Beirut
• Vacancy No: 59376
• Salary: N/A
• Organization: IRC International Rescue Committee
• Deadline: Varies

Brief details about Operations Support Assistant:

About

Information about the organization that has offered the job:

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.

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