Supply Chain Assistant – Fleet Management

Contract

This is a DRC - National contract. More about DRC - National contracts.

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.

DRC has been operating in Ukraine since 2014, currently DRC employs over 400 staff in Ukraine and will continue significant scale-up in 2023 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

Overall purpose of the role:

The Supply Chain Assistant - Fleet Management will be a vital member of the Supply Chain team, responsible for overseeing the management and coordination of the Country Office vehicles. This role will also provide essential support to the Supply Chain Team Leader, who is responsible for the overall countrywide fleet management. The successful candidate will ensure that the fleet operates efficiently, adheres to safety standards, and supports the smooth functioning of program operations. This position will maintain close contacts with SCTL – Fleet Management in Country Office, drivers and rental vehicle service providers on fleet management related matters.

Responsibilities:

Fleet Management:

• Maintain accurate records of all Country Office vehicles, including registration, insurance, and maintenance schedules.
• Coordinate vehicle allocation, ensuring appropriate usage and availability of vehicles for official activities.
• Monitor and track fuel consumption, mileage, and maintenance costs of the fleet.
• Oversee the regular maintenance and servicing of vehicles to ensure they are in optimal working condition.
• Ensure that DRC generators log sheet book filled up and updated all the time, and maintain updated overview for each generator and ensure proper maintenance system for all DRC generators
• Implement and enforce proper usage and safety guidelines for drivers and passengers.
• Assist in the procurement process of new vehicles or rental agreements when necessary.

Support to Team Leader:

• Collaborate with the Supply Chain Team Leader - Fleet Management to develop and implement fleet management policies and procedures.
• Provide administrative and logistical support to the Team Leader in executing fleet-related tasks.
• Assist in the preparation of fleet reports, analyzing data on vehicle performance, maintenance expenses, and fuel consumption.

Compliance and Safety:

• Ensure compliance with all relevant laws, regulations, and DRC organizational policies related to vehicle usage and transportation.
• Promote and enforce safe driving practices and compliance with traffic rules and regulations.
• Conduct regular checks to verify that all vehicles are equipped with necessary safety equipment and that they are in good working condition.

Training and Capacity Building:

• Conduct training sessions for drivers on DRC fleet policies, safety measures, and vehicle maintenance.
• Offer guidance and support to drivers on best practices and improvements in driving skills and safety.

Inventory and Documentation:

• Maintain an up-to-date inventory of spare parts and necessary vehicle equipment.
• Ensure that all vehicle-related documentation is complete and properly filed.

Required experience and competencies

All DRC roles require the post-holder to master DRC’s core competencies:

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback.
• Taking the lead: Taking ownership and initiative while aiming for innovation.
• Communicating: Listening and speaking effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

Experience and technical competencies:

• The position requires a minimum professional experience of 1 year in fleet management, preferably in the context of an INGO or similar organization, preferably in emergency context.
• Good knowledge of fleet management principles, including vehicle maintenance, fuel management, and driver safety.
• Understanding of local transportation regulations, road safety standards, and vehicle registration processes.
• Good knowledge in fleet management software and tools for monitoring, reporting, and analysis.
• Proficient in using MS Word, Excel, and PowerPoint and other fleet management related on line tools.
• Good English proficiency
• Fluency in local language: Ukrainian or Russian
• Good knowledge of the status of development and the social context of the Country in general.
• Detail-oriented with a keen eye for accuracy.
• Ability to work effectively in a team and independently.
• Problem-solving and decision-making skills.
• Flexibility and adaptability to changing situations.
• Enthusiasm for humanitarian work and a commitment to the mission of Danish Refugee Council.

Education:

• Bachelor's degree in logistics, supply chain management, business administration, or a related field. Relevant certifications in fleet management would be an advantage.
• INGO experience is desirable.

Languages:

• Ukraine - fluency level
• Russian - fluency level
• English - upper intermediate

We offer: Contract length: 3 month renewable after satisfactory probation period. Level: I Designation of Duty Station: Kyiv - Full time based

Start date: As soon as possible. Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national staff.

Application process: All applicants must upload a cover letter and an updated CV (no longer than four pages in English).

Applications are open until 16 August 2023

Applications sent by email will not be considered.

Closing date for applications: recruitment will be on rolling basis.

We reserve the right to conduct further interviews before the deadline for submission of applications.

DRC as an employer By working in DRC, you will be joining a global workforce of around 8000 employees in 40 countries. We pride ourselves on our:

• Professionalism, impact & expertise.
• Humanitarian approach & the work we do.
• Purpose, meaningfulness & own contribution.
• Culture, values & strong leadership.

• Fair compensation & continuous development

• Taking the lead: Taking ownership and initiative while aiming for innovation.

• Communicating: Listening and speaking effectively and honestly.

Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.