Job Purpose: Ensure that programs activities in Tabqa (NES) gets effective and efficient Logistical support regarding operations support
The Logistics Assistant is responsible for all tasks conducted by the Logistics team regarding key responsibilities and deliverables of logistics and that has an oversight of the transport, warehousing, stock, fuel and assets in Tabqa.
Main duties &
Responsibilities: 1. Transport Management
Operations
Ensure adherence to Transport Manual, SOPs, and local authority driving laws. Adherence will be to the stricter rules.
Train driving staff on key vehicle processes and procedures. This includes approaching checkpoints and speed limits as per the Security Management Plan use of Transport Documents etc .
Test drivers regularly and as part of the recruitment process. Ensure their drivers licenses are valid at all times during their service period with organization.
Ensure there is a procedure for Requesting, Planning and Fulfilling Transport Needs. This is currently through the use of the Online Booking Tool. Update and manage vehicle assignments/allocations
Continuously liaise with other departments on their transportation needs and plan vehicle routing and allocation
Responsible for the authorization of any requested movements.
Ensure the Fleet Register is kept updated on SharePoint for the fleet in the office. Request  Internal Fleet Numbers for any new vehicles added to the fleet if rental is longer than one month. Also inform the Logs Manager of any decommissioning or removal of vehicles from service and update the Fleet Register.
Control vehicle ID tags and identification codes to ensure compliance to vehicle registration details
Ensure that all vehicles are clean and fully equipped with a First Aid kit, tools for replacing wheels (jack, brace, etc) as well as ensuring the spare wheel is in an acceptable condition. Ensure the drivers are carrying out the Daily Inspections and file the checklists after taking action on any reported issues.
Ensure all fuel and maintenance transactions are traceable and documented for accounting and reporting in DiRITrAC

2. Report all vehicle related accidents and incidents on the Accident Report Form and submit to Log Manager/Log Co for action and follow up and for uploading to the Security Incident Reporting Tool (SIRT).
Inspect all vehicles post-hiring to ensure all contracting requirements are in place; insurance, registration, ID and on-board safety equipment
Carry out inspections of potential rental vehicles to ensure road worthiness — mechanically and documents
Vehicle Log Sheet App
Oversee the correct use of the DiRTTaAC system by drivers daily on the DiRITrAC platform. Carry out refresher training with Drivers and train new drivers and transport users (passengers) on the system
Ensure that the drivers maintain the tablets in good condtion and that all information is synced to the platform site.
Perform routine checks on the DiRTTaAC and recording ensuring optimal functionality. Work with Logistics Coordinator and Regional Logs Advisor on any functional support.
Alert the Logs Manager and the Log Co in writing of any changes to the fleet circumstances — change in drivers, vehicles or locations etc so the system can be updated in a timely manner Check the condition of the tablets at least weekly.
Support the driver in reporting any loss or damage to any tablet to the Logs Manager and the IT Officer.
Generator Management
Support the Admin/Other users of generators with technical advice on the maintenance and operation of the generators.
Support the users and mechanic on planning the annual maintenance schedules, the required spare parts and lubricants required for those services and support them in preparing SR's for annual Spare Parts and Service Level Agreement for a Generator Technicians (if seeking external mechanics).
Support the Users by providing technical support on confirming the quality of the services carried out by confirming that services are carried out properly and all reports (checklists, Job Cards) are signed off and completed. Support them in filing these records.
Train the users on the filling in of the daily logs sheets, Generator Monthly reports, service job cards and checklists etc and the how to carry out daily inspections.
Analyse the reports and take any relevant action based on the findings of the analysis. Flag any issues with the Log Man/Log Co and the Admin.
Train and guide the users on maintenance of the generator —general cleanliness — immediate fuel/lubricants leaks are cleaned and that there is sufficient firefighting equipment in the general area
Asset Management
Ensure that all assets in the office of your responsibility are managed as per the Asset Standards of Procedure (SOP).
Ensure all Assets are tagged either through an engraving or printed sticker. Report any assets not tagged to IT or Log Man/Log Co to ensure they are tagged immediately. This should happen no later than 1 month after the initial report. If any assets do not have an asset

3. number then this needs to be reported to the Log Co immediately. Please note that only the Log Co (or their delegate) can assign the Asset Tag Number.
In coordination with the IT officer, manage the recording of IT assets by recording receipts, and returns on the standard forms, and ensure there is clear documentation archived on the Sharepoint.
Conduct routine physical verifications of all items listed on the asset register. This should be done in June and December with Finance. This verification should be recorded on the standard format attached to the SOP.
The Fixed Asset Register should be updated once the verifications is carried out and the verification report should be uploaded to Sharepoint.
The Fixed Asset Register (FAR) should be kept up to date at all time. Any assets discovered not on the register should be reported immediately to the Log Co so the FAR can be updated, an Asset Number assigned and that the asset is tagged.
Liaise with the different stakeholders (users), IT Assistants/Officer, Logs Manager and share all necessary documents (invoice, customs clearance documents, user manuals, maintenance sheet) for an accurate Asset Management
Support the Admin team for routine maintenance of equipment and compound fixtures in Support Admin in the supervision of external contractors conducting all repairs and maintenance on equipment, and buildings
Ensure there is documentation and approval for any asset transferred from one location to another. Seek guidance from Log Man/Log Co in relation to this is not aware. These transfer documents should be archived on Sharepoint.
Prepare a list of assets for disposals on a quarterly basis and seek authorization to dispose of the assets as per organization & donor policy re disposals. Disposals should be carried out at least twice per year.
Ensure any Damage or Loss to Assets are reported and actioned as per the Asset SOP. Inform the Log Co of any such reports in writing.
Ensure end of project asset disposals are carried out in a timely manner as per the agreement of the donor for their disposal or as instructed by the Log Co
Warehousing & Stock Management
Ensure adherence to the organization Warehouse Manuals, Forms, procedures and policies. Ensure that warehouse reports are done on the standard warehouse reporting template
Ensure Warehouse safety and security equipment (First Aid kits, firefighting equipment etc) are serviced and updated on a regular basis.
Oversee the security of the warehouses and all the stocks and materials and especially do not allow unauthorised personal (non warehouse staff) into the warehouse unless supervised. Ensure all items such as fuel are well secured — no access to anyone.
Ensure the warehouse is in good condition e.g., no leaks, pests/rodents etc by carrying out weekly inspections
Ensure all goods are received correctly with technical/quality inspection carried out by the requester.
Ensure all warehouse documentation is updated daily and that they are filed and archived properly — Goods, Received Notes (GRN's), Stock Cards, Release Requests (RR's), Fuel Oil Vouchers (FOV), Goods Delivery Note (GDN) etc Stock Cards MUST be in Paper Format.

Support NES programme team in calculating Warehouse capacity needs and cargos size calculations and organizing the required warehouse space
Complete/Update the weekly/monthly stock report on Sharepoint and report all discrepancies immediately in writing to the Log Man and the Log Co. Ensure there is weekly random spot checks carried out by independent staff such as programmes or other logs colleagues not working in the warehouse.
Ensure there is 100% stock count in June and December each year and that a report is compiled and signed off by all those involved in the count. This report should be archived in Sharepoint.
Ensure stock floor plan in warehouse is strategically laid out to ensure good utilisation of space and easy access
Identify and report in writing damaged and/or expired goods to the Logs Manager and relevant Programme Manager and follow the procedure for expired/damaged items.
Carry out daily Generator Fuel Tank stock level readings and record on a log sheet. These must be carried out at the same time each day — preferably first thing in the morning. Report the quantity of usage to the person operating the generator for their generator logbook and record into the Stock Cards.
Follow the fuel receiving process for the fuel storage tanks (Read the tank stock level just before receiving and directly after delivery of fuel) and record on the Fuel Tank Log Sheet. Calculate and confirm the quantity received by issuing a GRN.
Carry out Weekly Fuel (all Fuel Stocks) Stock Check with finance/AC or Office Manager and record in the Stock Card and the Fuel Tank Log Sheets.
For the release of other fuel (such as heating fuel etc) from stock can only be done by using an authorized Fuel Oil Voucher.
Observe Health & Safety Standards and ensure all staff adhere to good warehouse procedures and are trained in properly Manual Handling procedures.
Ensure that hazardous materials (fuel, chemicals etc) are stored as per the instructions of those items — away from naked flames/sparks, well ventilated areas, safety handling equipment etc
Ensure effective use hired of Casual Labourers for the loading & unloading of stock, carrying out full stock counts and maintenance of general cleanliness of the warehouse.
Supply Chain
Support the Procurement Manager for any localised procurement requests and vendor performance issues
Support the Procurement Manager in communicating regularly with suppliers to identify and address supply chain issues early on
4. Staff Management
Support and promote the standards outlined in the Programme Participant Protection Policy and Code of Conduct to their team, partner organizations and beneficiaries, and be committed to providing a safe working environment.
Promote and lead the Field drivers to achieve high standards of transparency and accountability in order to reduce potential for abuse or Fraud
Promote high standards of performance and service delivery by the Logs team to ensure the success of the overall program in Syria

Ensure adherence to HR policies
5. Reporting
Input into the monthly report as requested by the Logs Manager/Coordinator
Report any dysfunction, non-compliant file or any issue to the Logistics Coordinator as observed
Prepare and submit generator performance analysis reports, following up with Admin on any specific performance issues
Check and dipp fuel tanks to update log sheets for generators and general storage fuel tanks
Keep and maintain records of fuel stocks on stock cards
Support Logs Manager/Coordinator in audit preparation
Prepare and submit weekly and monthly warehouse reports
Support Log Manager in fleet reporting and fuel consumption reports for Syria generators and vehicles
7. Miscellaneous
On top of above listed duties, the Logistics/Procurement Assistant could be asked, on demand, for any support on Fleet, Asset and Warehouse management
Support Logs manager in NES fleet on drivers selection policy and fleet assessments
Emergency response We are committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Syria Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.
 

Person specification: Essential
Degree in any discipline (Preference in Business or any Social sciences included) 1-2 years previous experience in a Logistics role.
Experience working with NGO/Humanitarian sector in supply chain departments
Experience in data analysis, market surveys and suppliers database
Excellent written and spoken English— (Intermediate level Cl level). Fluent in Arabic
Computer skills (MS Package), IT and technically oriented
High capacity to organize his/her work, and manage priorities; Attention to detail Strong interpersonal and intercultural skills
Ability to work under high pressure and without constant supervision
Team player with high positive and result oriented attitude
Desirable
Post-Graduate degree in relevant
Valid Driver's license with clean record; Able to drive manual and automatic vehicles Experience in personnel management and transport maintenance desired. Experience in coaching or training of staff
 

يرجى ملء المعلومات عبر الرابط التالي

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Only shortlisted candidates will be confirmed receipt of their applications.

we adopts the principle of equal opportunities.

Women are encouraged to submit their applications.

- The successful candidate must adhere to the Program Participant Protection Policy and the Code of Conduct policy and strictly enforce it.

- People with special needs are highly encouraged to apply