Job Description

Under the direct supervision of the Field Support Manager, the Field Logistics assistant will support the North/Beqaa Field Offices with the effective management of logistics in relation to administration, and other logistics functions.

Key Responsibilities:

Administrative Tasks:

- Purchase Requests and Payments - Act as a focal point for Admin and OPS related Purchase requests (lease, office supplies, etc..) . - Support as needed in the MS for new rental offices/centers/renewals, etc… - Support field teams on receiving and dispatching items through waybills.

Facilities:

- Conduct regular market studies in coordination with procurement upon Admin request for facilities and utilities prices. - Plays the role of broker in the case of new lease requests. - Requester for all warehouse needs & requirements and provide all information to Admin officer to update tracking sheets reports (Renovation, purchases, new warehouses, etc.) - Execution for all maintenance requests submitted by the admin team. - Submit all needed invoices & Legal documents to the admin team to replenish the petty cash with finance team. In Coordination with Admin, Receive any new diesel deliveries on Field centers and offices. - Focal point responsible to receive recharge cards deliveries and handover cards to the requester/program. - Act as focal point to receive and distribute Drinking water Gallons and make sure no available shortage.

Field Assets and Tracking:

- Work closely with the logs team to maintain and update Asset Register, including details of asset transfer, asset repairs, asset disposals, breakdowns and purchase of new assets creating files for them. - Work closely with the logistics team to ensure that all assets are tagged, and relevant forms are signed before issued to staff members. - Ensure that field offices’ furniture and inventory are accounted and have inventory numbers/tags. - Work on monthly asset reports and submit to Field Support Manager. - Advise on and manage assets and furniture disposal, when needed. - Perform monthly asset spot checks, report if any assets/inventory are broken, lost, or stolen on the Inventory Loss/Theft/Damage report. - Responsible to perform a quarterly physical asset check.

Warehouse operation:

- Responsible to receive all materials deliveries by implementing IRC warehouse policies and procedures. - Update warehouse inventory report after any new materials movements Releasing/Receiving and send updated tracking sheet for all programs have materials inside the warehouse. - Create and update new/old warehouse Bin cards as per warehouse SOP. - Responsible for the management of storing items in the best way for better space utilization in the warehouse. - Coordination with all programs for releasing materials taking into consideration all IRC policies and procedures. - Responsible to update stock card of each item after each movement immediately and make sure all information are available and accurate. - Support programs by providing recommendations to dispose/donation items are not used and available in warehouse for long period. - Follow up by sending monthly inventory report to inform programs about all available closing grant items/expiry date if available. - Inform programs about any item before one month from closing grants end date and make sure to have clear distribution plan. - Responsible to make sure that always warehouse is organized and clean and secure easy access for all items. - Responsible to coordinate with S&S team and make sure all fire extinguishers are available and working properly. - Responsible to inform FSM about any expected risk in the warehouse if available.

Other tasks:

- Support and work closely with all IT related matters which are not limited to installing toners and coordinating IT disruptions with Beirut IT teams. - Work closely with procurement and logistics teams on weekly delivery schedules. - Any other duties or tasked delegated by the Field Support Manager and Logistics Manger.

Key Working Relationships:

Position Reports to: Field Support Manager Dotted-Line to: Logistics Manager – Beirut

Other Internal and/or external contacts:

Internal: SC team, Finance Team, Programs team, I.T team

External: Landlords, suppliers, and others

Qualifications

- Interest in humanitarian and refugee issues. - University degree. - At least 3-year experience in similar position, preferably with an INGO, or multi-sector humanitarian relief or development projects. - 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 essential. - Must be computer literate, including Microsoft Word and Excel. - Languages: Fluency in Arabic and ability to communicate clearly and effectively in English required. - Holder of a valid driving license. - Ability to independently organize work and prioritize tasks. - Self-motivated, honest, highly responsible, and punctual.

Personal Characteristics:

- Strong sense of personal integrity. - Excellent organizational skills. - Exceptional communication skills, adopt the 7Cs approach - clear, concise, concrete, correct, coherent, complete and courteous. - Team spirit and problem-solving abilities. - Good mathematical skills.

Working Environment: The position will be based in the field with travel to Field Sites and Beirut.