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Logistics & Fleet Assistant

Job Description and Requirements

Summary:

The Logistics Assistant/Fleet/Driver is responsible for the safe transportation of RI staff as well as providing logistical assistance to RI Jordan offices.

Essential Position Responsibilities and Duties:

  • Driving RI's staff safely and ensuring the drivers and staff are following RI's procedures strictly.
  • Arranging the daily movement sheet in an efficient way saving time and resources.
  • Keeping a record system about RI's vehicles (Fuel consumption, maintenance… etc.)
  • Following the inventory system and ensuring the regular update and all RI's properties and stuff has a serial number and included in the inventory.
  • Following the maintenance of RI's offices.
  • Monitoring and ensuring of efficient goods' flow between Amman Office and the camps assisting in the implementation of the projects.
  • Following and cooperating with other assistants to provide the direct supervisor with weekly monthly and upon request reports.
  • Following with the bills payments on time and preparing the internal needed papers needed for that.
  • Ensuring the normal working conditions inside Amman Office (Internet connectivity, communications, office supplies and stationary… etc.)
  • Executing other duties requested by the direct supervisor.

Assets Management

  • Ensure that asset and inventory/equipment management standards are in place and RI policy and procedure followed.
  • Ensure up to date and accurate tracking of all assets and equipment is documented for all RI locations.
  • Ensure fixed asset files are maintained; work with IT to ensure proper systems and documentation for the tracking and reporting of all IT assets & equipment.
  • Oversee quarterly process of physical check and annual financial reporting.
  • Provide award report on purchased assets and equipment as requested.

Fleet Management

  • Oversee all Jordan vehicle plans and usage.  Technical direction to all Jordan based drivers.
  • Review all vehicle log sheets - compile consumption report analysis for monthly fuel payment.
  • Review all generator log sheets and compile consumption report analysis.
  • Manage fuel supplier agreement, issue funds to fuel cards, monitor account and provide full documented request for payment each month (vehicle and generator).
  • Coordinate vehicle movements throughout Jordan to ensure all program & office needs are met.
  • Responsible to ensure the reconciliation of all documents regarding movement plan, primary and secondary and update regularly.
  • Ensure the timely maintenance of all RI owned and leased vehicles.
  • Follow the GPS Tracking tool and provide regular report.

Office Management

  • Provide full support to the RI Jordan office(s) in managing consumption and ordering of stationary, office supplies, events coordination, meetings, work shop, etc.
  • Oversee the lease agreements for office(s) and guesthouse(s) as well as any maintenance needs.
  • Process all monthly payments for communication, internet and office and guesthouse utilities.
  • Oversee communications usage and purchasing. Follow up with the communication company on the invoices.
  • Ensure that RI permit letters are being prepared on time for the Jordan camps.
  • Ensure all staff are assigned mobile phones and laptops (according to official request).

Qualifications and Requirements:

This position demands a dynamic individual with a demonstrated ability to achieve results in a demanding and fast-paced environment.

  • Diploma degree in Business Administration, logistics Management or equivalent.
  • Minimum 1 year of relevant work experience.
  • Previous experience in the NGO sector, especially in refugee camp, will be a distinctive asset.
  • Excellent interpersonal, communication skills required, including patience, diplomacy, willingness to listen and respect for colleagues and partners.
  • Excellent time management skills and resourcefulness with strong attention to detail.
  • High level of creativity and coordination.
  • Fluency in Arabic and English is required.
  • Information and computer literacy (MS Office package).

RI Values:

We uphold the Humanitarian Principles: humanity, neutrality, impartiality, and operational independence. We affirmatively engage the most vulnerable communities. We value:

  • Inclusiveness
  • Transparency and Accountability
  • Agility and Innovation
  • Collaboration
  • Sustainability