Logistics and Maintenance Officer

International Modern Arabic School Job Title: Logistics and Maintenance Officer (Secondary School) Reports To: Deputy Head of School (Secondary School) Purpose: To ensure the smooth operation of transport services, logistics support, maintenance, and procurement processes within the school. This role also includes traffic management during student arrival and dismissal, ensuring the safety and smooth flow of vehicles. Key Responsibilities Manage School Transport Services (Secondary) • Oversee and manage all aspects of the school’s transport services, ensuring timely and safe transportation of students and staff. • Create, maintain, and regularly review transportation routes, ensuring they are efficient and meet the needs of the school. • Liaise with drivers and transport vendors, ensuring compliance with safety standards and regulatory requirements. • Develop and implement policies for transportation, including vehicle safety checks, maintenance schedules, and driver performance reviews. Manage Bus/Van Parking and Dismissal Procedures (Secondary) • Direct buses during arrival and dismissal, ensuring they are parked in an orderly manner to avoid congestion and ensure the safety of students. • Monitor and guide buses on the slope during dismissal, controlling their movement when going up or down to ensure smooth traffic flow. • Coordinate bus movement timing to avoid overcrowding in the dismissal area, ensuring buses are spaced out to reduce waiting time for students. • Ensure compliance with safety protocols by bus drivers, especially during peak times of student arrival and dismissal. Ensure Safety and Compliance • Ensure all school vehicles are regularly inspected and well-maintained. • Conduct regular safety audits for school vehicles and ensure adherence to health and safety regulations. • Manage transport-related incidents, coordinating with relevant authorities when needed. Traffic Control During Arrival and Dismissal • Traffic Flow Management o Oversee and manage traffic flow during student drop-off and pick-up times to ensure safety and efficiency. o Coordinate with security personnel and break supervisors to direct vehicles and maintain order during busy times. o Assist with parking arrangements and monitor the entrance and exit points to prevent congestion.o Address any immediate traffic-related issues, ensuring the safety of students, staff, and parents. Logistics Support • Coordinate School Events and Activities o Oversee logistical support for all school events, trips, and extracurricular activities, including coordination of transportation, equipment, and resources. o Manage the movement and storage of goods and materials within the school premises. • Inventory and Resource Management o Ensure all necessary equipment, materials, and supplies are available and wellmaintained for school activities. o Work closely with event coordinators and teaching staff to ensure timely logistics planning and execution. Maintenance Oversight • Maintain School Facilities o Oversee routine and emergency maintenance of school buildings, grounds, and equipment to ensure a safe, clean, and operational environment. o Coordinate with contractors and maintenance staff for repairs, upgrades, and improvements. o Schedule and conduct regular inspections of facilities to identify and address maintenance needs. o To be in charge of school maintenance team • Facility and Equipment Management o Maintain accurate records of maintenance schedules and service histories for school equipment and facilities. o Respond promptly to maintenance issues reported by staff, ensuring timely resolution to prevent disruptions in school operations. Procurement Management • Handle Procurement of Goods and Services: o Manage the procurement of all school-related goods and services, ensuring cost-effectiveness, quality, and timely delivery. o Prepare and issue purchase orders for necessary items such as school supplies, maintenance equipment, and services. o Establish and maintain relationships with vendors and suppliers, negotiating contracts and prices for the school’s needs. • Monitor Procurement and Inventory: o Maintain accurate records of procurement activities, including purchase orders, receipts, and inventory levels. o Conduct regular stock assessments to ensure the availability of critical materials and supplies.o Ensure compliance with school policies and budgetary controls in all procurement processes. Additional Responsibilities • Develop Policies and Procedures: o Work collaboratively with school leadership to develop and implement policies related to transport, logistics, maintenance, and procurement. • Reporting and Record-Keeping: o Provide regular reports to school leadership on transportation, logistics, maintenance, and procurement activities. • Budget Management: o Assist in managing the budget for maintenance and procurement activities, ensuring efficient use of resources and cost savings where possible. • Health and Safety: o Ensure compliance with health and safety standards in all areas of responsibility, including transportation, maintenance, and procurement. Skills and Qualifications • Educational Background: o A degree in logistics, transportation management, procurement, or facility management is preferred. • Experience: o At least 3-5 years of experience in a similar role, preferably within an educational setting or large organization. • Skills: o Strong organizational and problem-solving skills. o Ability to manage multiple tasks and work under pressure. o Excellent communication and interpersonal skills. o Knowledge of health, safety, and environmental standards. o Proficiency in inventory management and procurement systems. o Valid driving license (for transport responsibilities) and relevant certifications. Key Relationships • Internal: School leadership, teaching staff, operations staff, maintenance team, administrative team. • External: Transport vendors, suppliers, contractors, and maintenance service providers. This role ensures the efficient operation of essential services like transport, logistics, maintenance, and procurement, while also focusing on safety during high-traffic times such as student arrival and dismissal.