Fleet Officer at Catholic Relief Services (CRS)

Project: Operation
Position Band: C-1
Reports To: Head, Facility & Fleet Unit

Purpose

• The position of Fleet Officer is to oversee the daily effective and efficient running of the project vehicles while ensuring proper maintenance of these project assets is carried out.

Primary Function

• This position amongst other things will specifically ensure proper tracking and diagnostics of vehicles, manage drivers, fleet security, fleet maintenance and replacement (if necessary).

Job Responsibilities
Fleet Maintenance:

• Oversee the repair and maintenance operation for all project vehicles in the country office and sub-offices.
• Oversee assigned fleet’s operations and make direct reports to the Head, Facility & Fleet Unit on fleet performance and other operational requirements
• Coordinate vehicle concerns and issues with the Head, Facility & Fleet Unit.
• Work with the drivers to ensure a regular maintenance schedule for all vehicles and ensure that log books are kept up to date.
• Manage the service contracts for fueling of vehicles to ensure proper use of fuel rations; maintain log and account for fuel and oil storage tanks
• Research and develop specifications for vehicles, equipment, supplies and materials. Plan/develop and execute a vehicle and equipment replacement schedule. Determine the need and benefits of out-sourcing vehicle repairs or services.
• Negotiate and establish repair cost or parts pricing with commercial vendors.
• Work with the Security Manager on activities related to dispatching, routing, and tracking vehicles Obtain and maintain annual inspections by regulatory authorities or in line with contractual obligations from counter-parties
• Maintain daily inspections
• Conduct local safety meetings
• Oversee and schedule fleet maintenance and repairs
• Oversee proper maintenance of parts and other consumables inventory
• Responsible for operations ground safety

Inventory Management, Documentation and Reports:

• Maintain equipment records in accordance with federal, state and local laws, policy or regulation. Collect log books from each vehicle at the beginning of every month and summarize the data and report for management use
• Provision of monthly vehicle maintenance reports
• Provide reports on vehicles attracting unusually high maintenance costs
• Ensure faults on vehicles are identified on time and secure approval from the relevant supervisor before they are submitted for repairs. Ensure accidents are promptly reported
• Maintain files by vehicle in a complete and up-to-date manner. Files to contain all information pertaining to a particular vehicle, including Fixed Asset Notice Forms, COF, lax, Insurance, Accident Reports and maintenance details
• Provide mileage and amount of fuel used per vehicle, through vehicle log books and regularly provide reports to monitor and control
• Make sure that each vehicle always has a vehicle logbook and they are properly, accurately and consistently filled in.

Procurement:

• Review/process purchase requisitions for parts and supplies; review vendor bid responses for tools, equipment, parts and services; monitor expenditures.
• Prepare annual bid list for parts and supplies.

Human Resource:

• Manage the driver’s time sheet and over time charges, ensuring the overtime is not excessive and time sheet are property completed.
• Manage the Performance Review process of the driver pool, ensuring that driver’s self-assessment forms are properly completed and submitted in time.
• Make and advise recommendations to Human Resources Department, through the Head of Departments, on training, annual leave or off-days, scheduling, reprimanding, hiring, and termination of recalcitrant employees
• Develop, maintain and ensure adherence to disciplinary procedures and drivers’ orientation program Plan, organize and manage the work of subordinate staff to ensure that the work is accomplished in a manner consistent with organizational requirements.
• Perform related work as required.

Supervision:

• Supervise the Head Driver, Team Leads and Drivers