Job Title: Fleet Assistant
Unit: Operation
Salary Range
and Band: 9A
Duty Station: Kharkiv, Ukraine
OBJECTIVES:
Fleet Assistant provides
administrative and technical support to IRC’s Dnipro Base vehicle fleet to
ensure effective usage, compliance, and adherence to Fleet Management Policies,
Procedures, and Guidelines in line with IRC’s and ensures compliance with
Ukrainian legislation
RESPONSIBILITIES:
Responsible for all transportation of goods and people and daily vehicle management. Act as focal point for vehicle dispatching
Driver management, responsible for drafting and implementing daily movements plans
Ensure IRC’s Base vehicle fleet is acquired, run, obtained, kept, and maintained in a good, safe, and a cost-effective way
Follow mechanisms to track staff movements and overall management of field visits in the base
Checking of logbooks, fuel consumption, and maintenance and repair are conducted regularly in collaboration with drivers and under the supervision of fleet manager
In close collaboration with Safety Officer, monitor all trips are adequate and acceptable concerning the latest security situation reports, a clear plan/itinerary is in place for them, and that passengers are adequately equipped and prepared (including for unanticipated deviations).
Consolidation of vehicle records, namely alliance of vehicle mileage monthly reports, plan and order fuel vouchers according to field movement schedules, closely work with accountants, maintaining relations and its supervision about medical and mechanic check-ups, carwash, etc.
Ensure that vehicles are adequately equipped with tools and equipment required of the program's local safety and security policies and procedures
Ensure IRC drivers maintain accurate, legible, up-to-date, and complete trip records in their vehicle's logbook.
Ensure IRC drivers assigned to the vehicle have on the spare tire (s) and other equipment such as first aid kit, recovery kit, etc.; communications checks; fuel/oil/water levels and tire pressure checks; and safe and secure loading
JOB REQUIREMENTS:
Education:degree in transport, logistics or another relevant field
Work Experience: At least 1 year of work experience in fleet management or logistics in a multi-cultural environment desirable. Good understanding of the procurement rules and regulations
Holder of a valid driving license
DEMONSTRATED SKILLS AND COMPETENCIES:
Ukrainian read and spoken, English speaking
Knowledge with using computers, Microsoft Office Word and Excel spreadsheets and Outlook.
Strong sense of personal integrity
Attention to detail and ability to multi-task
Team spirit and problem-solving abilities
Excellent interpersonal and communication skills
Remains productive when under pressure
Demonstrates a systematic and efficient approach to work
Relates and works well with people of different cultures, gender and backgrounds
KEY WORKING RELATIONSHIPS:
Internal: Regular relationships with program staff, Operations and
country Supply Chain staff at all levels.
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