Fleet Coordinator at Save The Children

Role Purpose

• The post holder is responsible for ensuring all transport needs are met, vehicles well-maintained, drivers trained, travel routes regularly assessed/updated in coordination with security department and any operational gaps addressed in a timely manner.
• In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.

Key Areas of Accountability

• Ensure comprehensive vehicle tracking mechanism is in place to ensure daily vehicle check-up is done, mandatory periodic maintenance service is completed, repairs are made immediately and unidentified operational gaps are addressed.
• Ensure that all fleet assets are serviced, maintained and repaired according to standard maintenance guidelines and schedules through    professional commercial workshops by setting  highest possible quality standards to ensure safety  of  passengers   and  drivers
• Support in providing and ensuring professional training for all   drivers  in accordance with  SCI Fleet manual, security regulations and  technical  requirements
• Collaborate with security team to Identify new potential routes to areas of responsibility that may reduce travel time and security risks to general operations.
• Ensure SCI fleet operations adhere to local and national traffic laws and regulations by proactively seeking regular updates from relevant government authority
• Collaborate with the fleet focal persons to collate the Profleet and Fleet Service Charge monthly data and share report to Logistics Manager on Monthly basis
• Provide support in ensuring that accidents and insurance claims are properly handled in collaboration with the Finance Team
• Serve as one of the pro-fleet champions for the country program
• Support the Logistics Manager to handle all fleet related operational issues 
• Maintaining repository for vehicle particulars, vehicle insurance, driver files 
• Management of Total Card Fuel platform for Country Program
• Periodically conduct fleet related (vehicles and generators) analysis
• Provide technical support to the fleet focal persons and drivers in all offices  
• Management, control and  accountability of all fuel supplies  (vehicles. generators, other technical equipment). including contingency planning and  storage country-wide as well  as control, monitoring and  reporting on  all other vehicle  running cost to ensure maximized cost efficiency  and  correct   and transparent usage of funds
• Provide technical input into the decision making process concerning vehicle acquisition for both owned and outsourced vehicles
• Carry out regular  visits to all field locations to coordinate the fleet  management aspects  country-wide and  to ensure the  implementation of standard systems  and   guidelines equally at all locations
• To manage IVMS a vehicle tracking system to monitor vehicle usage to avoid violation of fleet or misuse. 

Safeguarding Responsibilities:

• Ensure that all drivers (both SCI and rented vehicles) are aware of the safeguarding responsibilities described in the drivers handbook
• Ensure safe programming guidelines are followed to  reduce the risk of unsafe practices, strengthen prevention measures and identify and mitigate risks in supply chain operations.

Emergency Preparedness and Response:

• Actively participate in the Country Office’s emergency preparedness and planning processes as requested
• In case of emergency, be prepared to contribute to the delivery of an appropriate and timely response.

Qualifications & Experience

• Bachelor's Degree or HND in Social Sciences, Engineering or other relevant degrees
• 6 years experience working in Fleet Management role from INGOs or Private Sector 
• Possession of a valid driving license
• Knowledgeable in vehicle mechanics, servicing/repair
• Experience working in a relatively insecure field-based environment
• Experience in other logistics function desirable
• Experience with working with Fleet Management ERP systems
• Intermediate Computer Literacy (MS Word, MS Excel, MS Outlook, etc.)
• Able to communicate in excellently in English and Major local languages
• Experience in managing office vehicle fleet and supervision of fleet operations.

Behaviours (Values in Practice):
Accountability:

• Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• Widely shares their personal vision for Save the Children, engages and motivates others
• Future-oriented, thinks strategically and on a global scale.

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to.

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks.