Transport Management

Operations
Ensure adherence to the organization Transport Manual, SOPs, and local authority driving laws.  Adherence will be to the stricter rules.  
Train driving staff on key organization vehicle processes and procedures. This includes approaching checkpoints and speed limits as per the Security Management Plan use of the organization 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 the 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 the organization 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 the organization 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.  
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 DiRTTrAC 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 condition 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, the organization 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 the organization 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 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 the organization 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 the 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 the organization Warehouse Manuals, Forms, procedures and policies. 
Ensure that warehouse reports are done on the standard the organization 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.  
4. 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.
Manage and process local procurements in accordance with Procurement policy. 
Convene and facilitate the Purchase committee meetings as necessary. 
Conduct local market survey for key programme supplies. –
Support the Logistics Manager with Tender procedures as necessary

5. Staff Management 
Support and promote the standards outlined in the Programme Participant Protection Policy and the organization Code of Conduct to their team, partner organizations and beneficiaries, and be committed to providing a safe working environment.
Promote and lead the Field Logistics Assistants 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 
Carry out PDRs process for line staff in line with the organization annual PDR requirements 
Manage and review leave schedule for staff 
Ensure adherence to the organization 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 dip 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