Fleet Officers at Catholic Relief Services (CRS)

Purpose

• The position of Fleet Officer is to oversee the daily effective and efficient running of the project vehicles in the CRS GF unit 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 GF Admin. Officer on fleet performance and other operational requirements
• Coordinate vehicle concerns and issues with the GF Admin. Officer.
• 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, Tax, 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 properly 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 GF Admin. Officer and the Gf Human Resources Officer, 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:

• Supervisethe drivers in the CRS GF unit.

KeyWorkingRelationships

• Internal: Management Team, Finance staff, GF Program staff and all other CRS Staff Country Programs.
• External: Representatives of other Projects, Contractors, Government representatives and clients of the CRS Nigeria Program, Vehicle dealers and repair agencies, Insurance agencies, FRSC, VIO.

Agency-wide Competencies (for all CRS Staff)
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.

• Serves with Integrity
• Models Stewardship
• Cultivates Constructive Relationships
• Promotes Learning

Minimum Qualifications and Experience

• Bachelor's Degree in Business Administration, Mechanical Engineering and any other related qualification.
• A certification in Motor vehicle mechanics or Transportation will have an added advantage
• Certificate in Defensive Driving.
• Must be a matured, motivated, problem solving individual with high levels of initiative;
• Minimum of five years of relevant administrative management experience, preferably with an International Organization at least three of which must be at a Managerial level;
• Prior experience in supervising staff at various levels of responsibility in a structured work environment
• Demonstrate excellent written and oral Communication skills
• Must demonstrate a good understanding of contemporary management best practices
• Must have excellent research and facilitation skills
• Excellent people skills;
• Demonstrate high level of initiative, diplomacy and tact
• Excellent knowledge of computer software - MS Office and Excel especially;
• Must be flexible and be able to work independently and as part of a team.
• Good supervision skills and report writing
• Proven level of integrity and honesty
• Willingness and ability to travel to field locations regularly and sometimes on short notice