Requisition ID: req7713
Job Title: Transport Manager
Sector: Supply Chain
Employment Category: Regular
Employment Type: Full-Time
Open to Expatriates: No
Location: Kampala, Uganda
The Transport Manager is responsible for ensuring adherence to Standard Operating Procedures (SoPs) related to management of IRC’s fleet across all field sites in the Uganda Country Program, ensuring that all operational risks associated with vehicle management are properly mitigated. S/he will ensure the efficient coordination and management of all transport, fleet, and equipment management functions for IRC’s Office in Uganda. The position will also be responsible for the standardization of policies and good fleet management practices across all the field sites and will require regular travel to provide technical support to the field-based fleet management staff.
The Transport Manager will provide technical oversight to all Transport Officers and Fleet Assistants, ensuring timely reporting and analysis of fuel and maintenance, ensuring that the Supply Chain Coordinator is kept abreast of the fleet health. S/he will oversee the onboarding and ongoing capacity building of fleet teams, including all Drivers (regular and hired), ensuring that they adhere to driving principles that the Country Program has put in place.
Duties and Responsibilities
- Promptly inform the Supply Chain Coordinator of any areas of concern of potential or suspected violations of policies and procedures.
- Ensure there is no negative audit observations/findings related to vehicle management. If required corrective actions plans are developed & implemented to address audit findings.
- Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
- Implement IRC Standard Operating Procedures (SOPs) related to fleet management as well as the Vehicle Policy, ensuring adherence to all sections, with particular attention to safety and security issues.
- Focal point for all purchases in Transport department. Raising PRs for vehicles spare parts and vehicle repairs.
- Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
- Ensure that all vehicles are secure when not in use.
- Be familiar with local regulations / laws, and ensure that these are followed across the Country Program
Management and Coordination
- Manage and be accountable for the fleet within the Country Program, including ensuring that servicing and repairs schedules are adhered to and inventory management of all vehicle-related parts and consumables.
- Ensure efficient, effective and accurate fuel management of all vehicles, including engagements with fuel and lubricants service providers.
- Ensure that appropriate communications equipment is installed and functioning in IRC vehicles to meet the operational and security requirements.
- Ensure the correct and timely routine maintenance and repair of IRC vehicles and generators.
- Inspect and record condition of vehicles, by maintaining weekly checklists file and ensuring that Vehicles log books are accurately filled
- Ensure all vehicles are properly cleaned on daily basis.
- Work with the Supply Chain Coordinator to ensure that vehicles are prepared for routine and emergency security requirements.
- Manage hired vehicles/Drivers
- Make sure there is valid hire vehicles Master Service Agreements
- Evaluate, manage and monitor drivers.
- Manage the vehicle pool (if applicable).
Capacity Building and Training
- Organize Supply Chain related trainings for both program and operations staff on a regular basis.
- Ensure that Supply Chain department maintains cooperative relations with other departments, and interacts with them in a positive manner.
- Identify training needs for Supply Chain staff and make recommendations to the Supply Chain Coordinator.
- Work with the Supply Chain Coordinator to design a suitably staffed and equipped transport function to support the IRC’s vehicle operations and policies.
- Ensure proper onboarding of all IRC Drivers (both regular and hired)
- Carry out regular training to all drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, use of Codan, driving etiquette, etc.
- Proactively develop the skills of IRC staff to understand and utilize Supply chain tools and services to design and implement quality programming.
- Ensure all Supply Chain staff are aware of and in compliance with IRC asset, stock management, transport, and communications in order for them to clearly share this information.
Reporting and Analysis
- Supervision of IRC mechanics and general management of vehicle spare part stores and garage
- Manage the vehicle pool
- Prepare weekly and monthly report on transport department and discuss with Supply Chain Coordinator
- Review the monthly vehicle Cost and Usage Reports from all field sites and Kampala
- Monitor the usage of fuel cards and make sure cards as per the Standard Operating Procedure- Acquisition and Usage of Fuel Cards (Pre-Paid or Post Paid)
- Keeping accurate record and monitoring system on fuel consumption
- Establish a fuel consumption benchmark for each vehicle, motorcycle and generator
- Any other duties as may be assigned by the supervisor
- Advise the Supply Chain Coordinator of asset-specific issues or improvements
- Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports.
- Monitor security of IRC’s assets and supplies.
- Receive completed store’s request forms and prepare the assets for issuance.
- Ensure assets are signed for received on the Equipment issue and receipt form
- On a monthly basis, work with the Supply Chain Coordinator to reconcile the asset register and asset tracking sheet and equipment issuance forms.
- Update the asset register regularly.
- Update the asset inventory regularly.
- Conduct routine asset inspection and submit report to the Supply Chain Coordinator in a timely manner.
- Follow up on the delivery of customs documents filing.
- Keep an accurate and up-to-date record of asset inward and outward movement in the Asset register
- Provide on-time, standard monthly reports to the Supply Chain Coordinator, including fuel consumption report, maintenance report and any other reports requested by Supervisor.
- Well maintained fleet and good filing system for all vehicles
- Generate and / or maintain comprehensive price list for spare parts
- Maintain full and accurate inventory records for warehouses, assets and furniture
- Undertake (documented) monthly and ad-hoc physical inventory checks.
- Ensure that all vehicles/Motorcycles are insured
- Initiate disposal process for Unserviceable vehicles, motorcycles, generators and other assets
- Conduct documented quarterly job performance reviews of Transport staff, providing appropriate feedback.
- Bachelors’ degree in Procurement and Logistics Management, minimum 5years of progressive Supply Chain professional experience or equivalent education and experience
- Knowledge of generic transport procedures and practices (IRC or NGO experience advantageous).
- Familiarity with routes within the Karamoja, West Nile, Northern and South Western regions of Uganda.
- Three years’ work experience in Supply Chain Management, at least one year in a supervisory capacity.
- Holder of a valid driving license
- Competent in spoken and written English
- Mechanical background is a plus
- Good mathematical skills.
- Competent use of computer, especially spreadsheets.
- Experience in Using HF/VHF radios
- Strong sense of personal integrity.
- Attention to detail and ability to multi-task.
- Team spirit and problem solving abilities.
- Strong sense of personal integrity.
- Strong supervisory skills.
- Willingness to live and productively work in insecure, unstable and/or harsh environments
- Cultural sensitivity
- This position is open only to Ugandan nationals.
- Deadline for receiving applications is 20th January 2020.
- Applications will be reviewed on a rolling basis.
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.