Job Description

Background

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity, and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

Deployment Scope

The Fleet Manager will develop and manage operating procedures for fleet operations and maintenance. Monitor and assess compliance, efficiency and effectiveness, and recommend improvements in compliance with agency travel and vehicle-related policies, local legal requirements, and donor regulations. Fleet manager will technical manage the field fleet assistants

Responsibilities

· Monitor and assess performance of IRC’ authorized users and take action to ensure safety and security. Investigate, report, and follow-up on incidents and accidents involving IRC vehicles, drivers, and passengers.

· Work with the Supply Chain Coordinator to analyse operational / programme needs for transport and plan appropriate fleet size

· Prepare an annual fleet plan (including budget needed) and a vehicle disposal / replacement plan

· Collaborate and coordinate with all departments to identify needs and plan travel and transportation services, with a focus on movements in/out Ukraine

· Schedule and manage vehicle movements, perform situational analysis and plan routes, assign drivers, and rent vehicles, if needed, to ensure optimal resource use and meet program needs per required schedules and standards.

· Ensure legal, safe, economic, and environmentally sustainable fleet through planning and overseeing regular diagnostic checks and timely and quality maintenance and repair of all motorized assets, and vehicle disposal, as needed. Ensure the physical security of all motorized assets, spare parts, and fuel are in place

· Effectively manage talent and supervise. Manage team dynamics and staff well-being. Provide coaching and complete performance management for direct reports. Monitor and assess performance to ensure adequate capacity.

· Manage a reliable and up-to-date records keeping and vehicle data management system to document, monitor, and account for all motorized assets, fuel, spare parts and equipment inventory, and all vehicle movements. Support the implementation of new fleet management system (if required)

· Prepare reports, analyze data, and use information to plan, budget, and track activities, inventories, and expenditures to ensure continuous roadworthy fleet operations responsive to program needs.

· Act as Contract manager for the existing MSA for rental car and any new MSA related to fleet (Maintenance and repairs service, Fuel,etc)

· Ensure timely and effective Vehicle Maintenance and repair management by identifying quality garages, supporting establishment of contracts with pre-approved garages, establishing quality control mechanisms, and undertaking performance reviews at a regular basisAct as focal point for the registration of all new IRC vehicles according to the national law

· Oversee and ensure that maintenance has taken place and validate maintenance invoices before payment process

· Perform Vehicle management cost analysis and suggest improvements to reduce waste and minimize vehicle cost

1. Reporting, Management & Capacity building

· Responsible to combine the fleet reports from field locations and share it as needed

· Provide direct leadership for the supply chain staff

· Adhere to technical direction from the SCC

· Provide any training / mentoring for the SC team

· Ensure all weekly and monthly reporting is accurate and delivered on time

2. Compliance and Ethics

Responsible for identifying and analyzing compliance risk in supply chain process, set up basic procurement controls, identify procurement red flags.

Requirements:

- Advanced Degree, minimum 3 years of progressive Fleet professional experience or equivalent education and experience. - Demonstrated success as a Fleet manager across all disciplines within supply chain including movements planning, maintenance planning - Strong collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across countries, cultures, and organizational units - Fluency in English required, spoken proficiency in Russian, Polish and Ukrainian is a plus. - Ability to travel to remote field offices. - Supervisory experience - Excellent knowledge of local road traffic regulations, road network and road safety best practices. - Experience in inventory management and control principles. - Ability to perform mathematical calculations, and to analyze fleet-related data. - Proficient in MS Office package (Excel, Word). Experience with database management systems (e.g. MS Access) a plus.

The International Rescue Committee is an Equal Opportunity Employer. International Rescue Committee considers all candidates on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation

LI-GH2

Qualifications