Job Description

Reporting to the Fleet Manager, the Senior Fleet Officer is responsible for the efficient coordination and management of all transport and fleet functions for IRC’s offices in Lebanon. The position will be responsible for ensuring IRC policies and good fleet management practices across all the field sites are implemented and will require regular travel to provide technical support to the field-based operation staff.

Major Responsibilities:

Specific responsibilities include:

- Supervise Beirut’s dispatcher and coordinate with him in all matters related to Beirut drivers - Review all the trackers and report prepared by the dispatcher (Monthly expense tracking sheets, Monthly alteration sheet, Standby and office stay, event tracking sheet, Drivers feedback count, Authorization to drive tracker, expiry dates tracker and others) analyze the figures and provide an analytic study for the outcomes - Inspect and record condition of vehicles, by maintaining monthly checklists file and ensuring that Vehicles logbooks are accurately filled. - Conduct Beirut Dispatcher and Beirut driver’s performance evaluation. - Carry out regular training and meetings to all Beirut drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, etc. - Ensure an equitable allocation of vehicles and drivers. - Ensure implementing vehicle pooling system in a proper way. - Ensure conducting the movement plans for all staff in a proper, efficient, and effective way. - Ensure enough vehicles available to meet the movement requirements. - Ensure vehicles are well maintained, hygiene, fully equipped with tools and full documentations are in place. - Signing on vehicle fuel forms for refueling and keeping accurate record and monitoring system on fuel consumption. - Assist in the driver’s recruitment process in Beirut. - Review all driver’s timesheets signed by the dispatcher. - Make sure that all the vehicles are equipped with operational GPS unit system. - Review the GRNs related to the POs and log-sheets reconciliation received by the fleet staff from Beirut and fields then compile it in one sheet. - The Senior Fleet officer role is to communicate with all the suppliers who deal with the fleet and inform them about discrepancies in (invoices, Vehicles type, model, return, replace, new, Vehicles maintenance and kits).

Expected Deliverables:

- Provide on-time, standard monthly reports to the Fleet Manager (Monthly cost and usage report, Fair share cost allocation file, Drivers summary report, Compiled alteration report, Compiled GPS report) with data analysis. - Provide on-time, tracking sheets related to vehicle rental, recharge cards and share it with the fleet staff in fields so they can raise the needed PRs (purchase requests). - Prepare all POs (purchase orders) related to fleet for Beirut. - Update on-time, all POs related to vehicle rental and fuel on BOX. - Provide on-time, all payments related to fleet (vehicle rental, Fuel, Parking space, Taxi).

Personal Characteristics:

- Strong sense of personal integrity. - Attention to detail. - Strong supervisory skills. - Ability to multi-task. - Team spirit and problem-solving abilities. - Time oriented

Key Working Relationships:

Position Reports to: Fleet Manager

directly supervises: Beirut Dispatcher

Other Internal and/or external contacts:

Internal: Field Fleet Staff (Dispatchers and Assistants), Supply chain team, Finance Team, Programs team

External: Service providers, Suppliers, Partners

Qualifications

- Valid driving license. - Positive and professional attitude, able to organize, maintain composure and prioritize work under pressure, work overtime when necessary and be able to coordinate multiple tasks and maintain attention to detail. - Ability to work as a member of a team essential. - Must be computer literate, including Microsoft Word and Excel. - INGO experience preferred. - Ability to communicate in English and write clear and concise reports in English strongly preferred. - Fluency in Arabic required. - Knowledge of generic Supply Chain procedures and practices (IRC or NGO experience advantageous). - Familiarity with major donor and local regulations / laws advantageous. - Three to Five years’ work experience in Supply Chain/Fleet. - Team Leader. - Problem solving.