QAt - Transport & Logistics Assistant (Aa)

Job Description (Roles and Responsibilities)

The British Embassy in Doha *is part of a worldwide network that represents the UK’s political, economic, security, and consular interests overseas. We are looking for a *Transport & Logistics Assistant under Corporate Services Team, job grade Administrative Assistant (AA).

The main purpose of the Transport and Logistics Assistant is to coordinate Embassy transport pool, provide support to internal and external stakeholders. As a key member of the Corporate Services team, you will be responsible for the effective management of all transport and matters.

You will monitor all aspects of the transport fleet for BE Doha, which include, but are not limited to maintaining all vehicles in accordance to UK guidance and local laws, maintaining detailed records of vehicle servicing and inspections, ensure prompt and mínimal down time on repair vehicles, scheduling/rotating of vehicles for operational efficiency, maintain transport kits including updating registers of first aid kits and drivers first aid training.

You will also provide logistics support to enable staff of the British Embassy to obtain the necessary permissions to live, work, and perform their duties and to assist the Embassy and its visitors in conducting their business in Qatar.

The jobholder will have a good degree of autonomy though will have the full support of colleagues across the Embassy. You will need to work flexibly to prioritise against competing demands. An ability to maintain effective networks within the Post, and externally is essential.

Duties and responsibilities:
Transport Management

• You will be responsible for preparing and monitoring schedules and workload of the Embassy Drivers.
• You will be responsible for maintaining transport logs and, where required plan for staff movements outside of Doha. This will include close collaboration with drivers and passengers and occasional coordination with external transport providers.
• You will have overall responsibility for ensuring the transport fleet is maintained appropriately, following up on overall fleet cost and maintenance schedules to make sure the Embassy fleet remains in a good and safe condition.
• You will implement transport bookings to ensure compliance and consistency, ensuring drivers shift system is functioning correctly so that overtime is kept at a minimum.
• Drivers take the right number of breaks and periods of daily and weekly rest based on the relevant regulations, which apply.
• Ensure drivers record their duty, driving time and rest breaks on the appropriate equipment or in drivers’ hours books and their records are being handed back for inspection as required.
• Implement the drivers code of conduct and ensure that drivers rest/waiting rooms are maintained to living standard comparable to rest of office on BE Doha property.
• Responsible for ensuring the transport policy covers all official vehicles and applied equally to all partners at post.
• Ensure post transport policy is regularly updated and circulated.
• Responsible to maintain Post transport diary ensuring that driving duties are fairly and equally distributed and completed.
• Monitor maintenance of all Diplomatic vehicles
• Manage external vehicle hiring service contracts and ensure services are provided to required standards.

Logistics Management

• Assisting with driving licences, alcohol licences, and vehicle registrations for diplomatic staff.
• Arranging with Customs and contractors the release of unaccompanied airfreight, heavy baggage, and cargo for UK-based staff and/ or the Embassy.
• The above list is not exhaustive and the jobholder will be required to be flexible and take on other ad hoc tasks as required. The job description may be reviewed to meet changes in business needs._

Key behaviours:

• Delivering at Pace - Take responsibility for delivering timely and quality results with focus and drive.
• Communicating and Influencing - Communicate purpose and direction with clarity, integrity and enthusiasm. Respect the needs, responses and opinions of others.
• Managing a Quality Service - Deliver service objectives with professional excellence, expertise and efficiency, taking account of diverse customer needs.
• Making Effective Decisions - Use evidence and knowledge to support accurate, expert decisions and advice. Carefully consider alternative options, implications and risks of decisions.

Diversity and Inclusion:
The British Embassy Doha has a zero-tolerance approach to any form of bullying, harassment or discrimination and is fully committed to ensuring a safe and inclusive work environment for all.

We are committed to valuing diversity and to equality of opportunity. Our aim is to create and promote an environment in which all staff are treated fairly and with respect, and feel able to contribute to the best of their abilities.

Essential qualifications, skills and experience
- Excellent communication skill