Field Support Officer (Internal Only)

Admin

Overview

Support logistics related matters for IRC programs and operations.

You have:

• Relevant university degree or technical diplomas
• At least 5 years of relevant field experience in logistics, preferably with humanitarian or development organizations
• Experience of working in a supervisory role, preferably in office management, supply chain, and customer service
• Ability to write narrative and produce analytical spreadsheet reports
• Proven computer literacy in Microsoft Office
• Spoken and written fluency in English and Arabic essential
• Valid national driving license
• Full knowledge of field sites, roads, locations, and citizens' context

Work Arrangement:

Job Description

Job Overview:

To support all logistics related matters including fleet, Inventory, Distribution, Assets, Premises, facilities and other logistics activities in-line with IRC strategies, procedures, processes and Manuals and along with insuring a high quality service provision that meets all the requirements at all levels (Safety and Security, Environment, Program activities, Operations and other related requirements).

Major Responsibilities:

1. Facilities, Administration & Fleet Management:

- Identify new office, storage, centers and residential space required by programs and operations. - Renewal Of Facilities and premises including necessary real estate assessment studies and relevant AFMU process steps in coordination with procurement team and market analyses process. - Conduct and follow the Termination process of Facilities. - Track and review the lease tracking sheet. - Continuously provide expenditure reports and track facilities expenditure & update allocation percentages. - Compile budget codes as needed for booking expenditures(operations and programs). - Prepare TORs , budgets related to Facilities improvement projects. - Ensure Cleaning service providers contracts are renewed & invoices are shared with HR. - Support Recruitment Processes by providing input on JDs and participating in technical interviews to identify qualified staff for field support teams and drivers. - Raise PRs for the Ops team on the field level as requested & process leased facilities payments. - Conduct Events Bookings for operations and programs & for accommodation. - Analyze reports in order to identify any abnormalities in terms of staff workload, inventory levels, usage of vehicles, etc. - Manage and address IRC standard vehicle policies and procedures, with particular attention to safety and security issues in collaboration with the Safety & Security team and Field management.

2. Petty Cash Custodian for Field Office:

- Handling Petty Cash process & issuing of petty cash payments through cash out receipts as needed to cover payments related to and not restricted by: maintenance, utilities and other facilities fleet and logistics needs. - Compiling complete set of documents related to issued payments including codes, approvals and invoices and delivery orders where applicable. - Issuing on time a replenishment request to finance as needed. - Keeping scanned data related to petty cash for administrative records and review as needed. - Performing 2 cash counts per month (1st and 15th of every month.

3. Assets/properties, Deliveries & partners:

- Manage the process of the deliveries & waybills (Dispatch, delivery order, product receipt, waybills, etc..) - Dispatching assets to the staff in the fields. - Receiving assets from leavers and filing the exit form in the absence ofSupportofficer. - Taking care of filing all the equipment issue forms for the assets. - Manage Mid-year & end year assets & properties counts and reports. - Handle Donations and disposals process. - Liaise closely with procurement teams for all delivery needs. - Working closely with the partnership unit on capacity building and support of local partners. - Conduct PCA with potential local partners and advise the partnership unit accordingly.

Key Working Relationships:

- Position Reports to: Field Representative (in Bekaa). - Dotted-Line to: Logistics Manager and AFMU Manager. - Position directly supervises: Drivers. - Internal Contacts: Operations and all program sector leads. - External Contacts: Develop and maintain personal links and effective relationships with Partners & Key stakeholders in the supply chain, counterparts’ local supply chain teams, relevant government Authorities, landlords, service providers, etc..

Qualifications

- Relevant university degree or technical diplomas - At least 5 years of relevant field experience in logistics, preferably with humanitarian or development organizations - Experience of working in a supervisory role, preferably in office management, supply chain, and customer service - Ability to write narrative and produce analytical spreadsheet reports. - Proven computer literacy in Microsoft Office - Spoken and written fluency in English and Arabic essential. - Valid national driving license - Full knowledge of field sites, roads, locations, and citizens' context.

Personal Characteristics:

- Demonstrate leadership and integrity. - Strong supervisory skills. - Ability to plan, prioritize, coordinate, and perform multiple tasks simultaneously. - Ability to work in a cross-functional environment. - Ability to pay support visits on the field in isolated areas. - Team spirit and problem-solving abilities. - Excellent communication skills, including report writing. - Ability to work under pressure and to meet deadlines. - Willingness to put in extra hours as required. - Flexible in all sorts of cooperation and under all condition.

Working Environment: The position will be based in the field with travel to Beirut Main office if needed.

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Potential interview questions

Added 1 year ago - Updated 11 months ago - Source: rescue.org