Requisition ID: req59376 Job Title: Operations Support Assistant (Internal Only) Sector: Operations Employment Category: Regular Employment Type: Full-Time Open to Expatriates: No Location: Beirut, Lebanon Work Arrangement: Job Description 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. 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.