Fleet Officer

Job Description

Background/IRC Summary:

More than 3.6 million people have fled across borders to seek safety in the 1st month since the escalation of conflict in Ukraine on February 24, 2022, and over 6.5 million Ukrainians are reported to be displaced. As the vast majority of the displaced are women, girls, and boys, this could become the worst humanitarian crisis Europe has seen in decades.

Between February 7-23, 2022, an IRC team undertook a scoping mission covering Poland and Ukraine to better understand the context, humanitarian and civil society landscape, and anticipated service gaps in the event of an escalation of conflict in Ukraine and consequent displacement into neighboring Poland. As of February 24th, the IRC has pivoted to an emergency response, and have identified partner agencies in Ukraine and Poland to facilitate immediate assistance that can be used where it is the most needed. Simultaneously, the IRC is establishing operations across Ukraine and Poland to complement partner response services either in breadth or scale.

Job overview ----------------

Reporting to the Supply Chain Coordinator, the Fleet officer is responsible for the efficient coordination and management of all transport, fleet, and equipment management functions for IRC’s office location. The position will also be responsible for the impleamentation of policies and good fleet management practices in field site supervised and will provide technical support to the field-based fleet staff.

Key responsibilities: -------------------------

A. Travel Services --------------------------

You will:

· Ensure the implementation of IRC fleet management standards, support the development and ensure the implementation of travel policies procedures and programs and ensure compliance in all aspects of travel procedures.

· Handle daily/weekly Travel Requisition Process, manage and oversight of all travel arrangements and operations of the field office

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

· Prepare and manage Fleet movement plans including Vehicle scheduling and Requisition process

· Prepare a weekly/monthly fleet plan to be submitted to management and disseminate to relevant staff

· Participate in Travel service Provider sourcing, controlled efficient execution of contracts relating to acquisition and maintenance/services contracts and rates with travel service providers.

B. Vehicle management ------------------------------

You will:

· Report any gap and advise management on possible risks regarding legislation (eg registration , insurance..)

· Support on vehicle importation in country (custom clearance)

· Establish mechanisms to check maintenance and that vehicles are roadworthy at regular intervals;

· Ensure timely and effective Vehicle Maintenance and repair management by identifying quality garages, supporting establishment of contracts with pre-approved garages

· 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 vehicle cost

· Manage vehicle safety by ensuring that safety procedures are adhered to by all vehicle users

· Monitor vehicle fuel consumption and identify innovative ways to reduce fuel consumption;

C. Generator Management -------------------------------

· Generators are maintained in good working conditions in accordance to IRC generator maintenance and Repair policy

· Generator fuel consumption is well monitored and maintain

D. Reporting ---------------------

The position holder will:

· Ensure that fleet data such as travel report, maintenance, and fuel data is captured in the fleet management reports

· Analyze the data, and prepare and submit accurate Fleet and Asset reports to supervisors, including generator performance reporting

· Report traffic and vehicle incidents and conducts investigation to identify the causes and suggest preventative measures

E. Legal and Compliance -------------------------------

· Based on fleet management data and information identify, suggest and implement actions that lead to improved efficiency and effectiveness of the fleet as well as reduce the risk associated with fleet operations and road transport.

· Ensure drivers are familiar and comply fully with the IRC Fleet policies and procedures

· Identify, document and timely report any IRC Fleet policy deviations following the mechanism in place for appropriate follow up.

· Support implementation of training and improvement plans in liaison with direct management

· Promptly Inform the Supply Chain coordinator/Deputy Director for Operations any areas of concern or potential or suspected Fleet policy violations.

· Provide constructive support to all vehicle users to ensure effective, compliance to Fleet policies & procedures.

F. Staff Management and Development: --------------------------------------------

· Support recruitment and selection and (re) testing of drivers, (written tests and interviews)

· Ensure each team members' objectives are set following the organizational fleet management system

· Provide face to face and remote orientation to newly fleet drivers, in designated locations

· Deliver Training to staff on driving,road safety

Key Working Relationships: -------------------------------

Position directly supervises: Drivers

Other Internal and/or external contacts: ---------------------------------------------

Internal: Regular relationships with program staff, Operations and country Supply Chain staff at all levels,

Requirements:

· Education: degree in transport, logistics operations management or other relevant field

· Work Experience: At least 2 years of work experience in in fleet or transport management or logistics in a multi-cultural environment desirable

· Knowledge and effective use of fundamental fleet system management, practices, and procedures

· Holder of a valid driving license

Demonstrated Skills and Competencies: -----------------------------------------

· Ukrainian read and spoken, English speaking

· Knowledge with using computers, Microsoft Office Word and Excel spreadsheets and Outlook.

· Strong sense of personal integrity

· Attention to detail and ability to multi-task

· Team spirit and problem solving abilities

· Excellent interpersonal and communication skills

· Remains productive when under pressure

· Demonstrates a systematic and efficient approach to work

· Relates and works well with people of different cultures, gender and backgrounds

Standards of Professional Conduct: The IRC and IRC workers 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. ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances

IRC is an Equal Opportunity Employer. IRC considers all applicants 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.

Qualifications