Fleet Officer

Child Safeguarding:

Level 3:  Level 3: either the role holder will have access to personal data about children and/or young people as part of their work; or they will be working in a ‘regulated’ position (accountant, barrister, solicitor, legal executive); therefore, a police check will be required (at ‘standard’ level in the UK or equivalent in other countries).

ROLE PURPOSE:

Under the supervision and guidance of the Supply Chain Coordinator, the Fleet Officer is responsible for the coordination of internally leased and rented vehicles; coordinates the planning of trips and assigning appropriate and well-functioning vehicles accordingly; The post holder will also be responsible for compiling rental vehicles performance reports.

SCOPE OF ROLE:

Reports to: Supply chain Coordinator 

Staff directly reporting to this post: Drivers, mechanics

KEY AREAS OF ACCOUNTABILITY:

Key area: -  Transport coordination

• Coordinate internal vehicle leasing and rentals to programmes, and also administers internal leasing and rental contracts
• Facilitate planning of field trips and assigning appropriate and well-functioning rented vehicles as necessary.
• Ensures the collection of transport offers on a regular basis to encourage open and competitive bidding while engaging commercial transpiration of hiring light vehicles
• Ensures the submission of timely field trip plans by each department and provide summery of trips schedule to staff on a regular basis
• Ensures all vehicles to be hired by SCI has an insurance coverage and fulfil all other necessary requirements
• Maintains and develops vehicle database where cost centre fleet utilization, fuel and maintain management can be computed on a regular basis
• Checks the accuracy of all incoming invoices and relevant documents submitted by vehicle renting agencies for the contracted series and prepare the necessary documentation for finance for final payment to the contractors
• Ensures appropriate filling of all relevant documents to ensure accurate tracking and documentation for audit purposes
• Ensuring proper safety, security and handling of SCI vehicle fleets to the best interest of the organisation resources utilisation priorities
• Prepare monthly vehicle utilization and performance reports and submits it to the Supply Chain Coordinator;
• Undertake regular visits to all Satellite offices and assess the level of compliance with the guidelines and procedures and provide recommendations for improvement where applicable
• Comply with all relevant SCI policies and procedures with respect to child protection, health and safety, security, equal opportunities and other relevant policies.
• Prepare annual vehicle operations and maintenance budget based on individual vehicle repair history and operational programmed requirement.
• Assist the procurement team by assessing external vehicles identified for rental contracts and provide appropriate assessment reports. He/she must ensure that SC only rented vehicles that are fully roadworthy and safe for usage in the programmes.
• Ensure that all rented vehicles are equipped according to SCI standards (spare tires, tools, winter equipment…)

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

•       Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values.

•       Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary capacity to improve performance and applying appropriate measures when results are not achieved.

Ambition:

•       Sets ambitious and challenging goals for himself/herself (and their team).

•       Takes responsibility for his/her own personal actions and encourages others to do the same.

•       Widely shares his/her personal vision for Save the Children, engages and motivates others

•       Future-orientated, thinks strategically.

Collaboration:

•       Builds and maintains effective relationships, his/her team, colleagues, members and external partners and supporters

•       Values diversity, sees it as a source of competitive strength.

•       Approachable, good listener, easy to talk to.

Creativity:

•       Develops and encourages new and innovative solutions.

•       Willing to take disciplined risk

Integrity:

•       Honest, encourages openness and transparency

QUALIFICATIONS AND EXPERIENCE

• Degree in management or related field with 2 years’ experience or Diploma in Supply Management/Business
• Experience and exposure of liaising and as hands on mechanic in repairing vehicles
• Able to carry out equipment technical inspections
• Able to process work order for vehicles by describing technical defects
• Able to schedule logistics support operations during emergency response
• Good team player
• Excellent communication and interpersonal skills at levels necessary to effectively negotiate, resource, advice, train and influence.
• Able to work under pressure and in a diversified and multi cultural environments
• Fluency in verbal English required and local language
• Commitment to and understanding of Save the Children values, aims and principles