Fleet Management & Transport at Economic Community of West African States (ECOWAS)

Job Code: 20003136
Grade: P3/P4

Role Overview

• Under the supervision of the Logistics & Maintenance Officer, this incumbent is responsible for the management of the Commission’s fleet of vehicles.
• She/He will be responsible for overseeing and optimizing the organization’s vehicle fleet, ensuring efficient transportation operations, including managing vehicle maintenance, coordinating logistics, and implementing strategies to enhance the overall performance of the transportation division.

Role and Responsibilities

• Supervise all drivers to ensure that they abide by the ethics of the organization.
• Ensure that drivers perform the daily preventive maintenance checks before moving a particular vehicle for the first time in the day.
• Plan and monitor the dispatch of drivers and vehicles to ensure equitable distribution of assignments.
• Monitor consumption of fuel and lubricants by vehicles to ensure their efficient use.
• Initiate timely requests for fuel replenishments.
• Maintain accurate record of fuel/lubricant usage for planning and audit purposes.
• Ensure accurate completion of vehicle logbooks by drivers.
• Regularly verify the validity of drivers’ licenses to ensure that they are renewed before their expiry date.
• Monitor the status of vehicle insurance cover to ensure that they are always valid.
• Submit weekly reports on operations at the Transport Unit for decision-making.
• Advise the Principal Officer, Administration, Logistics, and Maintenance on drivers’ concerns so that they can be addressed.
• Recommend hard-working drivers for awards and report recalcitrant drivers to be disciplined.
• Prepare the necessary documentation for vehicle maintenance when due.
• Keep a database on the maintenance history of vehicles.
• Carry out any other duties that may be assigned.

Academic Qualifications and Experience

• Bachelor's Degree in Logistics, Transportation Management, Business Administration, or a related field from a university of recognized standing.
• A minimum of 3 years of experience in experience in fleet management, transportation, or a similar role in an international or public organization.
• Knowledge of vehicle maintenance best practices and regulatory requirements
• Knowledge of various ECOWAS administrative, financial, and workplace rules and regulations.
• Certification in Fleet Management or a related field is a plus.
• Familiarity with GPS tracking systems and fleet management software.

Age Limit:

• Be below 50 years old. This provision does not apply to internal candidates.

Ecowas Key Competencies:

• Ability to lead in the execution of tasks, contacting colleagues and contributors as needed making decisions to ensure tasks are completed as expected.
• Ability to guide own work by setting and monitoring goals with strong personal initiative and commitment to ECOWAS.
• Ability to model and advocate for compliance, good work ethics, flexibility, and persistence to get job done coupled with an ability to influence positive teamwork and cooperation.
• Ability to lead small teams to carry out semi-routine work including assigning work, training, and checking work.
• Excellent interpersonal skills to engage with clients in positive exchanges that establishes mutual expectations and understandings and reduces uncertainties and conflicts.
• Ability to keep a client informed on matters of relevance to expectations, establishing “bring forward” systems and introducing other procedures/techniques to ensure that service standards are maintained.
• Ability to make decisions based on guidelines, procedures and precedents and maintain confidentiality and discretion with clients/stakeholders.
• Good judgement and demonstrated ability to be assertive – rather than passive or aggressive when interacting with clients.
• Well-developed problem-solving, critical thinking and conflict resolution skills.
• Ability to perceive the moods and feelings of others, and to understand the attitude, interests, needs, and perspectives of others.
• Well-developed ability to relate well with people from varied backgrounds, open to understanding diverse cultural differences especially within west Africa.
• Ability to listen attentively to people’s ideas, requests, and concerns and to explain to others the need for diversity management in everyday workplace practices.
• Ability to factor in diversity when providing services, responding to requests, recognizing and releasing preconceived notions and stereotypical views of certain groups and individuals.
• Basic understanding of the ECOWAS organization mandate and its functions.
• Ability to explain the functional area assigned to and the contributions it makes to the organization and its mandate.
• Knowledge of ECOWAS semi-routine procedures, processes, and practices as it relates to assigned responsibilities and information systems.
• Ability to apply ECOWAS standards in emailing, reporting, correspondence, etc. and to contribute to implementing associated changes as directed.
• Ability to carefully review and check the accuracy of information in work reports provided by management, management information systems or other individuals.
• Good knowledge of office monitoring indicators of relevance to own work (e.g. travels, purchases, accounts, meetings, etc.) and ability to provide brief reports or updates.
• Ability to edit, check, track and review documents prepared by others and reorganize data or information according to instructions using latest technology.
• Efficiently retrieves, inputs, edits, formats, transmits, and links electronic file data used for analysis and understands basic data management operations.
• Ability to condense information and/or produce concise summary notes to help others with decision-making, problem solving and/or assessment work.
• Proficiency communicating orally and in writing in English and French or Portuguese languages.
• Demonstrated computer skills to communicate using tools such as email, Skype, word processing, excel, social media, etc. and to write and format documents appropriately for presentation, the web, proposals, reports, and other documents.
• Ability to proofread, edit and revise document to ensure documents are grammatically correct, follow standard conventions for punctuation and mechanics and formatted in accordance with ECOWAS communication standards.
• Ability to relay/redirect complete and accurate messages to appropriate persons/departments.
• Fluency in one of the three ECOWAS official languages (English, French & Portuguese)
• Ability to organize information or materials for others, solving minor problems and checking for completeness and compliance to standards or instructions.
• Knowledge of techniques to prioritize tasks in fast paced workplace with frequent interruptions and moving deadlines and adaptability/ flexibility to meet work expectations.
• Understanding and adherence to the policies, procedures and guidelines required to support the ECOWAS planning cycle at the individual and organizational level.
• Good initiative with an ability to identify what needs to be done and act before being asked or required to.

Annual Salary
UA 42,916.53 / USD 67,713.70 - UA49,106.81 / USD77,480.72