Supply Chain Officer – Fleet and Maintenance at Danish Refugee Council (DRC)

Purpose

Provide support to the programme team by undertaking technical and practical operational tasks to ensure smooth, safe and efficient operation of supply chain fleet activities in accordance with the Operations Handbook and Program Manual with adherence to the donor guidelines.

Duties and Responsibilities

Fleet:

• Oversee the repair and maintenance operation for all DRC vehicles in the DRC Borno office and sub-offices.
• Oversee assigned fleet’s operations and make direct reports to the supply chain team leader on fleet performance and other operational requirements.
• Coordinate vehicle requests and assign DRC fleet/driver in an efficient manner.
• Work with the drivers to ensure a regular maintenance schedule for all vehicles and ensure that logbooks are up to date.
• Carry out daily inspection of vehicles, facilities, Generators  and schedule maintenance and repairs.
• Follow up with procurement to ensure that all car hire requests have PO’s issued in a timely manner before the vehicle is used
• Oversee proper maintenance of parts and other consumables inventory
• Provision of monthly vehicle maintenance reports
• Provide reports on vehicles attracting unusually high maintenance costs
• Ensure that all DRC generators are registered, tagged, tracked, and maintained.
• Follow up on fuel consumption and maintenance cost/activity reports for generators and DRC fleet and share same as will be required periodically.
• Tracking and follow up of dispatched vehicles to monitor turn around and advise Safety on any issues arising
• Ensure owned and hired vehicles are in safe condition as per DRC’s vehicle checklist and all equipment necessary are available within each vehicle
• Follow up and get feedback from programme team on performance/condition of (DRC owned and hired ) Vehicles and vehicles.
• Make sure all generators are in good working condition, and they are maintained on regular bases.
• Booking flights and helicopter trip for DRC staff and communicate regarding their trips.

Procurement:

• Raise purchase requisitions for vehicle and generator parts and supplies; review vendor bid responses for tools, equipment, parts and services; monitor expenditures.
• Secure one off cash advance to carry out emergency maintenance and repairs for both office and the guesthouses.

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.
• Maintain all vehicle files in a complete and up-to-date manner, all vehicle files to contain all information pertaining to a particular vehicle.
• Provide mileage and amount of fuel used per vehicle, through vehicle log books and regularly provide reports to monitor and control utilization.
• Make sure that each vehicle always has a vehicle logbook and they are properly, accurately and consistently filled in.

Facilities

Follow up and make sure facilities requests are processed:

• Receive Maintenance requests from HR/Admin for both office and guest house maintenance related issues in all DRC Borno locations and make sure they are attended to and/ or maintained in a timely manner.
• Track all requests.
• Study and analyze all requests and advise management on best way forward.
• Track all expenses on facilities

UNHAS

• Management of UNHAS bookings on rotary wings
• Liaise with the team leaders for booking requests and readjustments.

Capacity building

• In consultation with Logistics Team Leader and support from Supply Chain Manager, plan and manage the capacity building of all Drivers and staff, in addition to providing support to programme staff on relevant fleet processes and procedures.

The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role.

Qualifications

Essential:

• At least 3 years experience in logistics, especially fleet management.
• Drivers License
• Certifications in Supply or Logistics
• Excellent computer skills in MS Word & Excel

Desirable:

• Flexible & willing to work in a remote setting & to travel to other field locations.
• Experience with standard procurement procedures and documentation.  
• Experience with construction and site project management.
• Experience working with electronic vehicle tracking platforms
• Basic to intermediate experience with auto mechanics and or electrical installations. 
• Experience working in an (I)NGO

Expires: 03 Jul 2023