Logistics Assistant - Tripoli

Background/IRC Summary:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933, the IRC offers lifesaving care and life-changing assistance to people forced to flee from war or disaster. At work today in over 40 countries, the IRC aims to restore safety, dignity and hope to millions who are uprooted and struggling to endure.

Job Overview/Summary:

Working under the supervision of the Supply Chain Manager based in Tripoli the Logistics Assistant is responsible for supporting the delivery of efficient and effective administrative and logistics support to IRC office in Tripoli.

Major Responsibilities:

Travel

§Facilitation of workshops, trainings including hotel bookings and reservations

§Assist supply chain withprocessing of UNHAS and commercial flight bookings

§Ensuring that approved / filled travel request forms (TRFs) are received, seats booked accordingly and communicated to concerned travelers / Field Coordinators/ Supervisors the same day via email.

§Facilitation of airport pick-ups and drop-offs

§To process the payments for Domestic and international travels with Finance team by COB every Thursday. Ensuring that duplicate copies of payment requests, TAFs, Tickets are maintained for record purposes

§To ensure proper tracking of all commercial and UNHAS flight bookings and share an updated tracker with Supply Chain Manager and Supply Chain Coordinator on weekly basis.

§Processing / filing of travel- related payments

Coordination with travel agencies/Hotels

§Collection of quotes / coordination with travel agents for travelers.

§Arrangement of hotel bookings and reservations for national and international staff to Tripoli after receipt of Travel Request Forms.

§Ensure that all hotel bookings are made in writing and copies of booking / accompanying TRFs are available in Admin Office for record/tracking purposes

Staff supervision & management

§To supervise facilities and office based support staff (cleaners and cook). Ensure that they are given regular feedback on any service improvements

§To complete Performance Management Evaluation (PME) for Cleaners/cooks.

Other responsibilities

·Management and maintenance of facilities, primary responsibility for maintenance and repairs include (timely repairs, supervision of maintenance workers, equipping of facilities, monitoring of cleaning services, maintenance of keys, locks, master keys, reporting on administrative issues, supplies/equipment for office and residences, tracking of properties & lease agreements, facilities/property management,

·Processing and reconciliation of admin-related payments.

Any other tasks as requested by the direct line manager.

Key Working Relationships:

Position Reports to:Supply Chain Manager

Position directly supervises:Cleaners/Cooks

Other Internal and/or external contacts:

Internal: Supply Chain, Finance, HR, Safety and Programs teams

External:Service providers, Suppliers and Landlords.