Driver & Supply Chain Assistant – Tunis

 

Requisition ID: req5589

Job Title: Driver & Supply Chain Assistant – Tunis

Sector: Supply Chain

Employment Category: Regular

Employment Type: Full-Time

Open to Expatriates: No

Location: Tunisia

Job Description

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 officer based in Tunisia the Supply Chain Assistant is responsible for supporting the delivery of efficient and effective administrative support to the IRC offices.

Major Responsibilities

• Drive IRC program staff in a safe and courteous manner.
• Follow IRC vehicle policy and operating procedures at all times (use of logbook, no drinking while driving, seat belts, No smoking in the vehicles etc.)
• Meet and escort IRC staff and visitors to and from the airports to Domestic and International terminals respectively.
• Ensuring passengers’ safety by requesting them to belt-up before proceeding for a Journey.
• Completing accurate journey record for all journeys in official vehicles in the Vehicle Log Books.
• Responsible for the daily cleanliness of interior/exterior of vehicle.
• Inspect the condition of the vehicle on a daily basis.
• Ensure timely servicing and maintenance of IRC vehicles; timely and responsibly resolve any mechanical problems.
• Ensuring that any vehicle driven is clean (interior/exterior) and has adequate fuel and oil to carry out any driving duties assigned by doing a daily inspection and submitting all reports to logistic and admin officer
• Ensure vehicle is insured and all legal documents are in order at all times.
• Follow up with the renewals due (i.e. insurance, road license, etc.).
• Ensure that the vehicle has the necessary equipment (Spare wheel, jack, wheel spanner, fire extinguisher, first aid kit etc.)
• Accountable for all vehicle equipment and spares. Negligent loss of equipment will result in immediate dismissal and/or equivalent deduction from salary.
• Ensure vehicle security and safety when parking.
• Drive authorized personnel as directed, ensuring strict adherence to traffic rules and regulations including speed limits (No overloading nor over speeding).
• Assist the Logistics Department and project staff in loading and unloading cargo as necessary.
• Assist staff with other reasonable tasks as requested.
• Respect IRC driving role and regulations, and the local authorities traffic laws
  

Facilities Management & Supplies

• Receive, log and follow-up on requests from staff for space, accommodation and supplies;
• Identify and receive requests for any needed repairs and/or supplies on guesthouses and permanent staff residences and refer to SC department for action, when necessary;
• Maintain inventory records for office supplies (stationary, cleaning and kitchen supplies, toners etc.), monitor usage and promptly prepare Purchase Requests for restocking;
• Ensure all office equipment is stocked with required supplies (toner, paper etc.). Refer any maintenance required to IT Officer and SC department;
• Review and verify bills received for facilities (office, guesthouses, permanent staff residences) including utilities, maintenance, provision of standard supplies, new furniture or equipment and prepare payment requests;
• Maintain a schedule for occupancy of the IRC guesthouses, ensure guesthouses are ready and appropriately stocked for incoming visitors
• Maintain and update the master lease tracking sheet.
• Maintain and update the master facility expense tracking sheet.
  

Assets

• Support in the Asset Management by carrying out a documented quarterly physical check of assets for sites (if any).

Procurement

• Receive the goods/materials after cross checking with the PO/contract by preparing IRC standard Delivery Report
• Collect all the needed documents for the payments per IRC rules and regulations.
• Combine the needed documents to prepare the payment requests per IRC rules and regulations with coordination with supply Chain Officer
• Photocopying all the payments documents (from PR to DR)
• Archive the payments per Supply Chain archiving system

 

• Maintain and update the payment tracking sheet
• Coordinate with Finance, Admin and program departments to ensure payments are set on time
• Any other duties or tasks delegated by Supply Chain Officer or Manager;

• • Prepare the IRC standard Waybill to distribute the received materials
  • Labeling and re-organizing the existing SC files

 

Admin And Other Tasks

• • Pick or drop letters/documents in various offices (government, embassies, UN etc.)
  • Assist administrative tasks as requested. Payment invoices /visa’s submission/embassies/CNSS/insurance etc.
  • Support on various tasks related to the Municipality office.
  • Coordinate external transport for IRC staff and visitors
  • Any other duties relating to the nature of the job as directed by the logistics and admin officer and HR coordinator

Key Working Relationships

Position Reports to: log and admin officer

Position directly supervises: N/A

Indirect Reporting

Other Internal and/or external contacts: 

Internal: Finance Team, Programs team, operations team, regional team.

External: Service providers, Suppliers and Landlords.

Job Requirements

Qualifications

• Interest in humanitarian and refugee issues
• University or Bachelor degree.
• At least 1 year experience in similar position, preferably with an INGO, or multi-sector humanitarian relief or development projects.

 

• Positive and professional attitude, able to organize, maintain composure and prioritize work under pressure, work overtime when necessary and be able to coordinate multiple tasks and maintain attention to detail.

 

• Ability to work as a member of a team essential
• Languages: Fluency in Arabic and ability to communicate clearly and effectively in English and French required.
• INGO experience preferred
• Ability to independently organize work and prioritize tasks.
• Self-motivated, honest, highly responsible, and punctual.
  

Working Environment: The position will be based in Tunisia with travel to Field Sites when required.

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The IRC and IRC workers must adhere to the values and principles outlined inIRC Way – Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.