Site General Assistant (Food Monitoring) – Lesvos

Site General Assistant (Food Monitoring)
Seconded to the Municipality of Lesvos

Terms of Reference

Job Title: Site General Assistant (Food Monitoring)
Location: Kara Tepe, Lesvos, Greece
Supervisor: Site Manager

The main objective of all Site General Assistants is to support and take direction from the Kara Tepe Site Manager to ensure the smooth running of the site, the safety & security of all persons on site (residents, staff, volunteers and authorized visitors), and orderly and timely provision of basic services and assistance on site – 24 hours, 7 days a week. Site General Assistants work an 8-hour shift, and demonstrate flexibility to cover any 8-hour shift as requested. Site General Assistants will coordinate with all relevant stakeholders as requested – police, hospital, government authorities and humanitarian organizations – and directly reports to the Kara Tepe Site Manager. Site General Assistants dedicated to food distribution they should be responsible for the monitoring of the activity.

In more detail, duties and responsibilities of this role are as follows:

Collaborate with Site Management to ensure that food list is updated according to the current capacity of Kara Tepe
Identify potential pregnant/lactating, High Blood Pressure or Diabetes patients, and register them in the food list.
Monitoring of the food distributions in one of the three respective sectors of the site twice per day (lunch and dinner). Accompany the distribution team of the Supplier in one of the respective sectors, inform distributors about the amount of portions and dates that needs to be given to the shelter, mark on the list any potential locked shelters or rejections.
Ensure that all accommodated residents receive food.
Keep the food stored and distribute to shelters found closed during distribution.
Countdown of the amount of portions provided and co-sign the relevant daily monitoring form provided by UNHCR. Ensure that it follows the food order sent by focal person of UNHCR.
Ensure and facilitate that food distribution takes place in a timely manner.
Record daily feedback about the food (e.g. if all the food has been consumed the day of distribution, if there were any means to conserve leftover, what items and quantity were thrown away etc.) from the residents and ensure that feedback is given to UNHCR who is contracting with the selected catering company for UNHCR follow up.
Any complain regarding the service provider for food should be communicated to UNHCR in written.
Attend any meetings with UNHCR who is contracting with the selected catering company with site management as requested.
Identify and report gaps in the food provision and report to UNHCR.
Maintain and respect the confidentiality of discussions which take place between the Municipality and others (residents/visitors, organizations, volunteers) at all times, both at and out of the workplace.
Immediately report any problems or irregularities to the Site Management and/or other relevant colleagues, and execute actions as instructed by the Site Manager.
Submit reports and communicate daily highlights and concerns of workday to the Site Management and other relevant colleagues as required.
Work together as a team to carry out duties.
Uphold the reputation of the Municipality and Kara Tepe Management by complying with all legal requirements and conducting oneself according to the Code of Conduct.
Maintain monthly timesheets and complete other administrative tasks as requested by contracting organization.
Support other team members in tasks as requested by Site Manager to cover gaps or absences.
Carry out any other tasks as requested by the Site Manager.
Comply with the IRC’s and the Municipality’s Code of Conduct.
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