Fleet Officer at International Rescue Committee (IRC)

Job Overview/Summary

• The Fleet Officer is responsible for managing and coordinating the movement of vehicles, drivers, and cargo to ensure efficient and timely delivery of goods. This role involves planning routes, assigning and supervising drivers, tracking vehicle maintenance, and ensuring compliance with transportation regulations.

Major Responsibilities

Under the direct supervision of the Logistics Manager, as well as the Supply Chain Coordinator, the role holder will be responsible for the following

• Work with the Logistics Manager to analyze operational / programme needs for transport and plan appropriate fleet size for Maiduguri Field Office.
• Ensure that vehicles are properly registered and have insurance coverage according to the Nigerian Transport Regulations.
• Identify quality garages, support establishment of contracts with pre-approved garages, establish quality control mechanisms, undertake performance reviews at a regular basis. Oversee and ensure that maintenance has taken place and validate the invoices.
• Ensure that fleet data such as maintenance and fuel data is captured in the fleet management reports.
• Support the recruitment of drivers, (re)testing of drivers, including testing of drivers’ fitness.
• Report traffic crashes and vehicle incidents and conducts crash investigation to identify the causes and suggest preventative measures.
• Monitor fuel consumption and identify innovative ways to reduce fuel consumption.
• Establish mechanisms to check that vehicles are roadworthy at regular intervals.
• Responsible for conducting weekly vehicle inspections.
• Ensure the implementation of IRC fleet management standards.
• Establish and manage relationships with in- and external stakeholders such as drivers, vehicle users (programme/operation staff, senior management, etc), vehicle suppliers, mechanics, etc.
• Collect and analyze fleet data and prepare and present fleet management reports.
• Based on fleet management data and information, identify, suggest and implement actions that lead to improved efficiency and effectiveness of the fleet as well as reduce the risk associated with fleet operations and road transport.
• Consolidate programme fleet request and prepare weekly movement plan for programme.
• Manage and allocate vehicles effectively via the online Maiduguri Fleet Request system.
• Responsible for consolidation and processing cargo clearance requests to and fro Maiduguri.
• Ensure vehicles are properly allocated for airport movements, Guest House and Hotel Supports at all times even during weekends and public holidays.
• Responsible for tracking and monitoring vehicle movements and performance, driving behaviors and other fleet KPI obtainable from the AMS Fastrax System.
• Ensuring that drivers perform daily vehicle inspections, pre-departure inspections, post-trip inspections, and vehicle handover inspections
• Work with the IRC Mechanics to ensure proper vehicle inspections are performed before engaging rented vehicles and general monthly vehicles inspections.
• Responsible for tracking rented vehicle contracts start and end date, utilization of the rented vehicles and regular inspection of the rented vehicles.
• Prepare backup/support drivers’ contracts to cover for drivers going on leave, fleet support during public holidays and weekends.
• Prepare and submit payment requests for the backup driving services contracted monthly.
• Prepare and submit transport subsidy payments for all rented and backup drivers monthly or before the grant end date in line with Finance requirements.
• Ensure that drivers’ documents are updated including file cards, license, eye test, etc.
• Identify and submit purchase requests for the smooth operation of the fleet unit.
• Support the programme in making Item Forecasts for vehicle maintenance and repairs for direct programme vehicles.
• Provide swift support to the fleet focal staff in the deep field locations under Borno State.
• Responsible for properly achieving fleet documents physically and electronically on BOX
• Responsible for processing, effective management with integrity and liquidation of Logistics Petty Cash.
• Be familiar with local regulations/laws.
• Any other duties as may be assigned by the supervisor.

Compliance

• Identify, document and timely report any IRC procurement deviations following the mechanism in place for appropriate follow up.
• Ensure all staff (international and national) are familiar and comply fully with the IRC Way policies.
• Implement and sustain segregation of duties in fleet and other related functions.
• Review and provide feedback on assigned supply chain reports submitted by country office.
• Develop and support implementation of improvement plans.
• Promptly Inform the Logistics Manager of any areas of concern or potential or suspected supply chain policy violations.
• Provide constructive support to other functions to ensure effective, compliance to policies & procedures.
• Implement discrete, time-bound Supply Chain initiatives which improve performance or compliance (i.e. implementing post-audit corrective action plan);

Staff Performance Management, Learning & Development:.

• Supervise, and build the capacity of team members in relevant technical and management competencies.
• Coach, train, supervise and mentor direct-report staff, including communicating clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual performance reviews.
• Maintain open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their positions.
• Approve and manage all timesheets, attendance, and leave requests to ensure adequate departmental coverage; ensure monthly, accurate timesheet submission and carry out probationary reviews.
• Hold high-quality meetings with each direct report on a regular and predictable basis, at least monthly.
• Provide a measurable development plan including on-the-job learning with the aim of strengthening technical capacity, exchanging knowledge within the team and providing guidance on career paths.
• As required identify staff performance issues and work with Human Resources to document and address these in accordance with the National Staff Employment Policies.
• Promote and monitor staff care and well-being. Model healthy work-life balance practices. Support appropriate interventions in response to identified staff care needs of both national and international staff.
• Look for opportunities to support staff in their career growth, where appropriate. As part of succession plan and nationalization goals, identify, train and develop capability and capacity of national staff to successfully transition role and responsibilities, by the end of assignment.
• Adhere to and act in accordance with the IRC Global HR Policies and Procedures and communicates through word and example a high standard of compliance with all applicable policies and regulations.