Driver/Logistics Assistant, Hebron

Country: Palestine

Base: Hebron office, with frequent field visits

Reports to: Logistics Coordinator Ramallah

Line Manager: Area Manager Hebron

Works in Coordination with: Procurement Officer in Ramallah for logistics related office matters, Procurement Officer for Hebron for support on program procurement activities, Security Advisor, Area Manager Hebron

Task Division: 80% Driving/ 20% computer-based logistics/procurement tasks: available to drive staff daily if requested by Area Manager Hebron

WeWorld has been working in Palestine since 1992, operating in the field of human rights, humanitarian aid and development to guarantee Palestinian communities access to basic services and available natural resources, in particular with regard to integrated service management, the strengthening of the integrated protection of the population and the enhancement of local socio-economic development in a sustainable and innovative way, with particular attention to the social and economic empowerment of women.

WeWorld in Palestine has 5 offices (Jerusalem, Ramallah, Hebron, Tubas and Gaza Strip). Over the decades, WeWorld has implemented several interventions funded by multiple donors: ECHO and EU, UN agencies as UNICEF and OCHA, as well as national agencies such as AICS, SIDA, GIZ, JICA, GFFO, FCDO, and others.

With a people-centered approach, the priorities are always identified together with the communities we serve, with a specific focus on a triple Nexus approach. The significant amount of data and analysis collected and elaborated by WeWorld in oPt inform the intervention of multiple agencies in Country. WeWorld is a member of the Global WASH Cluster and is part of all the clusters at national level: WASH, Education, Food Security/Livelihoods, Shelter, Protection and Health. WeWorld is currently active in emergency operations and activities within Gaza to support the ongoing crisis.

Tasks and Responsibilities

1. Fleet Management:

• Responsible for driving staff according to movement plan;

• Responsible for checking the technical conditions of the vehicle on a daily basis (state of the tires, oil, fuel, brakes, etc.), filling in a weekly check list for each car allocated to the Hebron base and uploading it in the designated folder on Sharepoint;
• Ensures the security of passengers in the vehicle, drives carefully, obeys the speed limits and traffic rules in the country in order to avoid accidents;
• Ensures that the vehicle is always in good condition;
• Supports the correct implementation of the WeWorld-GVC Driving Guidelines, ensuring that all tools/ safety equipment are available and stored in each car and documents are correctly produced and collected;
• Ensures that fleet rules are implemented, understood and respected by all staff in the Hebron office;
• Conducts the driving test for the new employees of the office;
• Coordinates with the Logistics Coordinator and with input from the Procurement Officer Ramallah for the daily schedule and tasks;
• Coordinates in advance for the reception and return of cars and liaising with their focal points for any maintenance or reparation in collaboration with the Logistics Coordinator;
• Ensures that all vehicle documents and the driver’s valid driving license are in the vehicle;
• Keeps the vehicles’ logbooks always up to date for each trip and checks if this is done for all cars, supports staff in correctly filling out the logbooks;
• Collects all logbooks for the Hebron base at the end of each month to be send to the Logistics Coordinator in Ramallah by the third of the following month at the latest;
• Keep the hardcopies of all logbooks in a designated folder at the Hebron office;
• Compiles all movements and fills in the movement plan together with the Area Manager for the following week by COB tuesday to be send to the Logistics Coordinator in Ramallah;
• Sends the updated version of the approved movement plan with modifications integrated to the Logistics Coordinator in Ramallah by COB Thursday;
• Requests approval for all movements not included in the original movement plan to the Security Advisor on whatsapp and reflects these changes correctly in the weekly movement plan report
• Assures that the vehicles on the base have valid insurances;
• Ensure that all vehicles in the base are used efficiently and kept in good order at all times;
• Informs the Logistics Coordinator of any incident involving the transportation of passengers or goods and supports staff in filling out the incident form for their base;
• Promptly coordinates for the movements with the other drivers and passengers involved in the movements when necessary;
• Responsible for cleaning each car of the Hebron base from inside and outside as per the Fleet SOP, both allocated to individuals as well as for team use at the designated washing station once a week in coordination with the Logistics Coordinator and Area Manager;

1. Logistic Activities

• Supports the Procurement Officer in organizing logistical arrangements for the organization of program events, including conferences, trainings and workshops, hotel booking and ticketing for the Hebron base;
• Fills the hotel reservation tracker for the Hebron base with support from the Procurement Officer Ramallah;
• Arranges for food and beverages during workshops at the Hebron office;
• Responsible for Hebron office maintenance with support from the Procurement Officer Ramallah;
• Responsible for logistics related purchases at the Hebron office such as stationery, office supplies and consumables as well as for stock keeping and regular follow-up of such items for the Hebron office to avoid shortages;
• Ensures support to the Procurement Officer Ramallah for proper archiving and documentation (collecting quotations, GRN/CC, invoices etc.), and any other request that might arise by the Procurement Officer Ramallah or Area Manager;
• Supports the Procurement Officer Ramallah in following up on payments, collecting receipts, collecting signatures etc., for the Hebron office in liaison with the Finance Officer, PMs and field staff;
• Supports the Logistics Coordinator in following up on all asset movements at the base;
• Ensures that all important contacts and emergency contact shall be up-to-date and visibly displayed in easy-to-read form on the office information board in the Hebron office that is placed in frequently visited office area (at the entrance, in the corridor or in the kitchen);
• Ensures that the Hebron office is equipped with first aid kids, emergency equipment and fire extinguishers and keeps an updated inventory thereof;

III. Procurement Activities

• Assists the Procurement Officer for Hebron in collecting quotations from suppliers in the area and establishing a comprehensive supplier base with market analysis carried out;
• Establishes relationship with suppliers;
• Support to Procurement Officer for Hebron in preparation of tender documents such as submission list, publication proof, communication with supplier, tender evaluation if necessary
• Arranging and monitoring goods delivery according to PO and quality agreed, liaises with field staff and PMs on delivery planning and challenges for their respective bases/programs;
• Support the Procurement Officer for Ramallah, the Procurement Officer for Hebron and the Procurement and Logistics Assistant for Tubas in highlighting any delays they are aware of about pending payments for suppliers from their region;

1. Coordination and Support

• Supports Country Representatives and Country Management Team with any urgent logistics needs;
• Coordinates with the Operations Unit and program team to ensure supply chain is highly functioning and efficient ;
• Provides Input for Logistics costs of the mission;

1. Other

• Performs any other duty as required by the Line Manager or Procurement and Logistics Manager;

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1. Bachelor’s Degree in Business Administration, Logistics, Supply Chain Management or a related field preferred, or equivalent combination of work experience and education. Diploma with the combination of work experience is acceptable.
2. Residence in Hebron or close to Hebron required
3. Valid driving license with a clean driving record
4. Good knowledge in procurement guidelines and procedures is a plus
5. Excellent communication (oral and writing) skills in Arabic and English; Hebrew is a plus
6. Minimum of 1 year experience in Logistics is required
7. Minimum of 2 years experience as driver required
8. Flexibility, organizational and coordination skills.

*The above list is a non-exhaustive one, nor limitative. You could be asked other responsibilities and tasks within the framework of your job on demand of the direct line manager

WeWorld is an equal opportunity organization and will not allow discrimination based upon age, ethnicity, ancestry, gender, national origin, disability, race, size, religion, sexual orientation, socioeconomic background, or any other status prohibited by applicable law. WeWorld has also a zero-tolerance approach to any harm to, or exploitation of, a child or a vulnerable adult by any of our staff, related persons or partners. Safeguarding checks are part of the selection process. WeWorld commitment to being a safe organization begins with the staff recruitment process which includes meticulous checks, such as criminal records checks or check disclosure of previous convictions, to ensure children and vulnerable people are safeguarded and abuse is prevented. WeWorld promotes a welcoming, diverse and discrimination- and harassment-free workplace and expects the highest standards of behavior from all its staff, who are requested to adhere to the principles and behavioural rules defined in the CoEC and the Organisational Policies. The CoEC and all the internal policies can be found here: https://www.weworld.it/en/about-us/transparency.

Interested qualified candidates should Click on Apply Now no later than 05 Dec. 2024. 

Noting that the CVs and applications should be submitted only in English