General Post Description
The Logistics Assistant is responsible for premises and fleet management; he/she supports movements, office management and Damascus based staff and visitors. He/she supports External Relations Directors (ERD) with preparations of documents when visiting local authorities and liaising with various local offices.
Functional and hierarchical reporting lines
The Logistics Assistant is supervised by OD, he/she collaborates with: logistics department, finance department, landlords, suppliers (car rental, travel agency, etc.), ERD, local authorities representatives. Regular communication with Regional Administrative Officer regarding expat/HQ visits and topics related to collection of documentation.
- Office & GH Management
- Making sure all fees related to running the premises are paid on time or prepaid
- Follow-up cleaning, maintenance and repairs of premises and its reporting to line manager
- Supervise the cleaner and the gardener
- Proactive searching for new solution for maintenance, repairs, office set up, supplies
- Responsible for monthly small purchases of office & GH
- Following up monthly premises checklist
- Make sure information on how to operate electricity (generator), heating, water, gas, etc. are available in the premise and also shared with people visiting
- Preparing and collecting weekly and monthly money request
- Responsibility for Logistic related payments in Damascus premises
- Be able to prepare, report and communicate all the above also to Field logistics when line manager is not presented in the office
- VEHICLE MANAGEMENT
- Ensure that all the fees related are paid on time such as rent, cleaning, parking, etc.
- Following and checking vehicles weekly cleaning, vehicle weekly checklist
- Logbooks archiving and crosscheck, fuel consumption check and planning
- Ensure that movement tracker is complete and always updated
Car maintenance requests crosscheck and reporting. Ensure that all regular maintenance is done on time by car rent supplier
- Movement SUPPORT
- Organizing transportation from and to airports/borders and make sure that there is always one backup option for transportation
- Organizing visits and newcomers´ trips and transportation and make sure that all the documents, tickets, phones, information, maps etc. are available for them
- Organizing accommodation for visitors and newcomers and other staff ad hoc make sure and organize proper allocation of flats and guesthouses (accommodation) in respect to needs and requests of all the staff
- Be available on the mobile phone during the period of the transportation or visitors or newcomer’s arrival of departure to make sure that everything was done successfully
Movement coordination and reporting of the Damascus staff, cars. Equipment etc.
- OFFICE SUPPORT
- Responsibility for keys (cars, offices, guesthouses and flats). Responsibility that in office there is enough spare keys at specific place with full description, regular updates of key tracker
- Coordination of the of documents and assets for Damascus office
- Collecting quotations for small purchases
Prepare and keep available a list of companies related to any repair request, locksmith companies, taxis available 24/7, plumbers/electricians available 24/7 in case of emergency
- ADMINISTRATIVE SUPPORT
- Providing support in drafting and collecting documentation for submission to authorities in Syria related but not limited to:
- Visa, permits
- Registration
- Power of Attorney
- Any regular reporting required
- Maintain archive of all such documentation both in hard and soft copes
- Other
- Other tasks assigned by employee’s Line Manager corresponding to actual needs of the mission, programs, and projects
- Substitute relevant colleagues (fully or partially) during their absence when assigned by employee’s Line Manager
Understand and adhere to the mission’s National Staff Handbook, PIN Code of Conduct, PIN Key Policies and relevant guidelines.
- Fluent English and Arabic – written and spoken is a must.
- Excellent communicator with strong written and reporting skills
- University education not required but can be considered as advantage
- Strong coordination and planning skills
- Problem solving approach
- Flexibility and ability to work under pressure
- Ability to work in multicultural environment
- Knowledge of local market (Damascus)
- Previous experience with base management and procurement is an advantage.
- Experience in the same position is an advantage.
Interested candidates, both male and female are invited to submit their application via this link: https://airtable.com/appEKAd30F5xBcyjZ/shrVEhbDtTvfUDcVr
Deadline for application is 2nd May 2025.
Please note that only shortlisted candidates will be contacted.
نصيحة لحمايتك
ننصح بقراءة طريقة التقديم بعناية و التقيد بتعليمات التقدم للوظائف و المناقصات.