Fleet Assistant

Job Description

Background: The International Rescue Committee (IRC), one of the world’s largest humanitarian agencies, provides relief, rehabilitation, and post-conflict reconstruction support to victims of natural disaster, oppression, and violent conflict in 42 countries. The IRC has worked in Sierra Leone since 1999 and currently programs across three core sectors: 1) Health 2) Women and Girls’ Protection and Empowerment (WGPE), and 3) Education. The IRC is committed to supporting the Government of Sierra Leone in the strengthening of the country and has offices in Bo, Kailahun, Kenema, and Kono, with national geographic reach through partners. We seek to build upon our programming experience and introduce new programs that are adaptive, collaborative and evidence-driven, leading to a more educated, safe, healthy, and empowered Sierra Leone.

JOB OVERVIEW The Fleet Assistant will assist in the proper and timely maintenance of Freetown based fleet as per maintenance schedule including routine maintenance of vehicles, generators, motorbikes, and other equipment. The Fleet Assistant is responsible for the efficient handling and tracking of Vehicle movements between Freetown & all Field Offices whilst the coordination of duty-driving movement system. The Fleet Assistant will assist the Fleet Officer ensuring all Vehicles are safe, secured, well maintained, and equipped with necessary tools and accessories and provide backup support to other field offices.

KEY RESPONSIBILITIES:

Logistics

Reporting Assist the Fleet Officer in the management of Freetown based Vehicles including, dispatching, and following up on Vehicles. Ensure that vehicles always have minimum ½ tank of fuel and ensure timely request for fueling and refueling in compliance with policy including schedule for fueling. Vehicle fuel consumption is accurately recorded and accounted for by Drivers and closely monitor vehicle fuel consumption. Organize daily task functions for the Driver’s pool ensuring daily tasks are well followed and met. Prepare harmonize weekly vehicle movement and transport schedule according to planned movement and share with Fleet Officer for review. Assist the Fleet Officer in regular training for Drivers on basic vehicle mechanic skills; daily vehicle inspection, drills on safety driving, defensive driving, use of Codan, etc. Ensure all vehicles are always clean and road worthy. Work with Fleet officer to ensure annual vision tests are conducted for each driver and filed. Together with Mechanic ensure that Vehicles and/or Generators receive proper maintenance (preventive and curative) and maintain proper tracking of all repairs/service history. Work with Fleet Officer to ensure there is always stock of emergency gasoline and diesel fuel. Coordinate movements of Vehicle fleet to ensure program and operations team goals are always achieved, this includes day to day round town trips, airport shuttles, etc.

Insurance and Registration Knowing customs clearance procedure and management of vehicle insurance and registration Assist in conducting annual global insurance survey for all fleet in Freetown. Work with Fleet Officer to ensure all vehicles has local insurance policy 3rd party insurance. Maintains proper records for fleet including logbooks, maintenance records, vehicle registration insurance and incident reports. Security/Communication Ensure IRC security rules and procedures are always respected. Ensure vehicles have updated registration and insurance documents, contact phone number, and the necessary documents that should be on-board Menu. Liaison with local Security Guards to ensure vehicles are parked and keys are turn-over to the Fleet office at the end of a workday. Report promptly to Supply Chain Manager any policy violation and Drivers’ delinquency. Assist Fleet Officer in the compilation of the fuel report, usage and liquidation reports and submit to Supply Chain Manager by 3rd of every month. Provide on-time, accurate weekly/monthly reports on vehicle repairs/maintenance history, utilization to maximize department output. Good filing system for all vehicles and generators and liaise with the Mechanic to maintain comprehensive list of vehicle spare parts and service maintenance requisition/statement of work of completed. Assist the Fleet Officer to do inputs for monthly liquidation of Fuel. Uphold the IRC GSC Vehicle and Equipment Management Policy and be willing to contribute to development of country specific policy.

Transport/Fleet Competency’s matrix: The Transport/Fleet competency matrix is the primary supporting document to this job description and the Fleet Assistant must ensure that all tasks are preformed to standard.

Key Working Relationships: Position directly supervises: (Hired Drivers from Service Providers) Indirectly Supervises: (Program and Operations Drivers, Sr. Driver) Other Internal and/or external contacts: Internal: Regular relationships with program staff, Operations, and country Supply Chain staff External: Partners, Service Providers for Vehicle rental services

Qualifications

Requirements: Education: Diploma in Transport and Logistics related field preferred. Holder of a valid driving license Good mathematical and Computer skills. Competent use of computers, especially spreadsheets. Mechanical background is a plus

Work Experience: 2 years of work experience in fleet management, preferably 1 year in supervisory role.

Qualifications: Personal Characteristics: Strong sense of personal integrity Attention to detail and hands-on skills. Strong supervisory skills and ability to multi-task. Team spirit and problem-solving abilities