Operations Support Assistant (Internal Only)

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

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.

Standard of Professional Conduct: The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.

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