Field Support Officer - Bekaa (Internal candidates will be prioritized)
Handle logistics and administrative tasks in the field for facility management.
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Overview
Handle logistics and administrative tasks in the field for facility management.
You have:
- Relevant university degree or technical diplomas.
- At least 3 years relevant field experience in logistics and facilities, preferably with humanitarian or development organizations.
- Computer literacy in MS Word, MS Excel MS Outlook and related programs required.
- Spoken and written fluency in English and Arabic essential.
- Holder of a valid driving license.
- 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.
Work Arrangement:
Job Description
To perform all needed Logistics, Facilities and Administrative related tasks on the field level under the direct supervision of the Field Support Manager in respective location and in coordination of the Logistics and Assets Management and Administration and Facilities Management Unit focal point as technical supervisors: Logistics Manager, Facilities Support Manager.
Major Responsibilities:
Facilities:
Leasing New Facilities:
- Raising Requests for new Offices as per need (obtaining codes from related parties) - Support the Support Manager in the identification process of new offices/Centers. - Compile and collect list of required leasing documents for the new leased facility. - Prepare the related payment in alignment with the lease agreement. - Include in respective trackers.
Existing Facilities:
- 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. - Raising PRs for renewals, compiling documents needed and process payment when process is complete. - Make sure all leased facilities payments are paid in full and on time, through submitted payment requests, advances or petty cash: - Lease/ Rental Fees. - Utilities: electricity/ generator/ common charges…etc. - Municipality payments - Communicate payment status to landlords – other respective parties when needed.
Termination of Facilities:
- Notify Field support Manager 2 months prior to the end of the lease (or as listed within the facility lease agreement) - Obtain pending fees from respective official parties (generator bills, municipality etc.) - Performing location visit and assessing needs / communicating the same to the field support manager
Requesting maintenance needs to procurement to obtain quotations General facilities IRC Operational offices Management
- Prepare and fill in (through offices round) maintenance and offices operations check list to be filled through weekly rounds in the facility (Programs and Operations sections) - Track all maintenance requests submitted by programs (act as focal point for all offices requests from programs) - Making sure all cleaning check lists are in place, updated and filled by the cleaning team. - Overseeing the completion of cleaning tasks by the designated office Service provider. - Prepare the payments of cleaning workers in coordination with HR team along with all support documents - Act as focal point for booking the meeting room in the offices. - Responsible to update the facilities tracking sheets monthly.
Administration for the IRC Field
- Track office consumables distribution and track utilization and stock levels of stationary, kitchen supplies and any other kind of supplies. - request to Support Manager for any new order related to supplies as per stock levels indicators. - Raise PRs for all the Ops team on the field level as requested. - Responsible for booking all accommodation requests incoming to the respective field further to the receipt of a complete signed Travel Request Form in coordination with the procurement team (once needed), confirming the booking and processing payments for the hotels when due and the upkeeping of updated trackers to be shared with Admin Relations Senior officer as needed. - raising needed PRs for Field events. - Handle Events Bookings for operations and programs at the receipt of a Fully signed IF/PR from Procurement. - Handling Petty Cash administrative.
Deliveries- for programs and partners
- 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. - Issue product receipt on system. - Handle the Waybills between Field Offices.
Assets and properties- for programs and partners -------------------------------------------------
- Dispatching assets to the staff in Beirut and the fields. - Receiving assets from leavers and filing the exit form in the absence of Support manager. - Assist Beirut & Field offices in the assets and properties - Taking care of filing all the equipment issue forms for the assets. - Assist Logistics Manager and field support Managers & and teams in end year or other inventory counts, as needed - Update assets list. - Donations and disposals in coordination with FSM & Field Co.
Key Working Relationships:
- Position Reports to: Field Support Manager - Dotted-Line to: Logistics Manager / Facilities Support Manager – Beirut - Position directly supervises: N/A - Other Internal and/or external contacts: - Internal*****:*** operations and all program sector leads - **External: suppliers, delivery, landlords, service providers, etc.
#Li-DNI
Qualifications
- Relevant university degree or technical diplomas. - At least 3 years relevant field experience in logistics and facilities, preferably with humanitarian or development organizations. - Computer literacy in MS Word, MS Excel MS Outlook and related programs required. - Spoken and written fluency in English and Arabic essential. - Holder of a valid driving license. - 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 independently organize work and prioritize tasks.
Personal Characteristics:
- Demonstrate integrity. - Strong interpersonal skills. - Ability to perform multiple tasks simultaneously. - Ability to work in a cross-functional environment. - Attention to detail. - Team spirit and problem-solving abilities. - Excellent communications skills written and spoken - Ability to work under pressure and to meet deadlines. - Flexible in all sorts of cooperation and under all conditions.
Working Environment: The position will be based in Bekaa field with frequent travel to All Field Sites and Beirut Main office.
#Li-DNI
Potential interview questions
| Can you describe a time when you had to manage multiple tasks under pressure? | This question assesses your ability to prioritize and manage time effectively in a stressful situation. | Provide a specific example of a challenging scenario and how you successfully managed it. |
| How do you ensure accuracy in tracking supplies and facilities? | The interviewer wants to know about your attention to detail and organizational skills. | Pro members can see the explanation. |
| What steps would you take if you encountered a maintenance issue at one of the facilities? | Pro members can see the explanation. | Pro members can see the explanation. |
| Describe your experience with vendor management and how you handle delays in service delivery. | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you give an example of a successful project where you collaborated with various departments? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 1 year ago
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Updated 1 year ago
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Source:
rescue.org
