Admin and Logistics Assistant (Internals Only)
raqqa | der
- Organization: IRC - International Rescue Committee
- Location: raqqa | der
- Grade:
-
Occupational Groups:
- Operations and Administrations
- Administrative support
- Logistics
- Supply Chain
- Closing Date: Closed
The Admin and Logistics assistant is responsible for ensuring that Admin and Logistics support required in program delivery is provided with minimum effort, money and time. He/ She will be responsible to provide a general support to All IRC Offices and Guesthouses in Al Raqqa and field sites. She/He will be responsible for ensuring that appropriate places for office and accommodation are equipped with necessary furniture and equipment all the time. She/He is responsible for managing all maintenance needs in all facilities as well as support monitoring generators with guidance from the technical team members. In addition, he/she will be responsible for managing fleets for program and ops related activities assuring compliance.
Responsibilities:
Administration Responsibilities:
- Maintain records for office/guesthouse supplies needs following minimum maximum level mechanism.
- Perform and document routine inspections and maintenance activities at office/guesthouse premises.
- Ensure maintenance of safe and sanitary working and living environment at office and guesthouse.
- Support in the set-up plan of new office or guesthouse.
- Ensure stock cleanliness and supply designated facility areas (dusting, sweeping, vacuuming, and cleaning ceiling vents) both at office and guest house premises
- Supervise cleaners and ensure dusting, wiping, washing of external surfaces of cupboards and shelves.
- Ensure consumable items (soap, toilet rolls, and paper towels) are replenished when required.
- Raising and follow up all Purchase Requests related operation department via integra and offline PRs.
- Monitor the consumption of the cleaning materials and re-order in coordination with the supervisor.
- Ensure toilets, urinals, hand basins, sinks, baths, showers and drinking fountains are clean.
- Ensure bed sheet/pillow covers are replaced and washed.
- Providing regular written reports on the status of equipment and supplies.
- Manage and cover all minor maintenance needs in IRC’s field sites, office and guesthouses in Raqqa governorate.
- Support in monitoring the generators in Raqqa and all it’s camps.
- Petty cash management in Raqqa and Der Ezzor governorate and submit the monthly report to her/his supervisor and finance.
- Support Asset Officer for any issue related to Asset.
- Undertake any other duties as may be required from time to time.
Fleet Management:
- Ensure vehicles are rented with the required capacity, condition, legal documentation and availability of tools following IRC practices.
- Maintain an up-to-date database for all rental vehicles contracts and share with line manger under intimation to Logistics officer.
- Ensure required fleet is available at Raqqa office to meet program needs.
- Coordinate with program teams to submit staff movement plans and raise online transport requests enabling the supply chain to schedule vehicles for their planned activities.
- Ensure that drivers are trained in the IRC code of conduct, and they are familiar with IRC travel policy and standard operating procedures.
- Ensure that logbooks are maintained, and information entered in logbooks are verified every Thursday before close of business.
- Ensure that the log sheet record for all rented vehicles is filed in sequential order to produce auditors when required.
- Ensure vehicles are cleaned and necessary pre and post trip inspections are carried out making sure that vehicles are fit for any scheduled trip.
- Maintain complete record of drivers’ leaves and overtime according to vehicle policy.
- Ensure generators are serviced after every 100 hours (because of fuel quality issue) and service record for all generators is maintained.
- Manage to maintain logbook recording for all generators making sure that information entered by the generator operators is correct and signed.
- Coordinate with Logistic Officer Raqqa in case of any technical issues with generators and get his advice to address issues.
- Ensure that fuel for generators is stocked following a minimum/maximum level policy to meet any emergency.
- Prepare monthly fuel consumption reports both for vehicles and generators making sure that remedial actions are taken in case of high consumptions rates.
- Preferably degree is mandatory in business administration \ economy, or relevant fields, or bachelor’s degree in business administration \ economy, or relevant fields is preferable.
- Approximately 2 years of experience working in logistics.
- Previous experience in supply chain with INGO/NGOs is preferred.
- Good command of computer applications, (mainly Microsoft office and email)
Demonstrated Skills and Competencies:
- A commitment to IRC’s mission, vision, values and IRC Way – Professional Code of Conduct.
- Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development
- Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution.
- Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context.
- Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience.
- Highly collaborative and resourceful; ability to establish positive working relationships with senior-level management and all other partners to maximize cooperation and productivity.
- Curiosity, a desire to continually learn and develop.
Personal skills:
- Strong sense of personal integrity.
- Process and Policy Oriented.
- Attention to details.
- Ability to multi-task.
- Ability to work independently.
- Trustworthy, reliability, openness and ability respond rapidly to queries.
- Problem solving abilities.
Professional Characteristics:
- Organized, results and detailed oriented, proactive.
- Team player and good communication skills.
- Good computer competency with word processing, spreadsheets, databases, and other IT skills.
- Able to receive critics.
- Resistant to Stress.
Language/Travel:
Arabic is required, and English is preferred.
Regular field visits in Raqqa and DEZ.
Key Working Relationships:
Position Reports to: Logistic Officer- Raqqa
Position directly supervises: Cleaner / Handy man
Indirect Reporting (If applicable): Senior Admin Officer – Hassaka
Key Internal Contacts: Program teams, and Operation Team
Key External Contacts: Supply chain focal points in other organizations, and local authorities.
Applications will be received till Sunday May 4th,2025
Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.
Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.
Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.
Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.
Diversity and Inclusion: at IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.
IRC is committed to creating a diverse, inclusive, respectful and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.