TITLE: Fleet Coordinator
TEAM/PROGRAMME: Supply Chain
LOCATION: Abuja, Country Office
GRADE :
CONTRACT LENGTH: years
CHILD SAFEGUARDING:
Level . The responsibilities of this post may require the post holder to haveregular contact with children and young people.
As part of these responsibilities the post holder will support the establishment of child safeguarding systems, promote a culture of keeping children safe, and ensure that potential harm to children (by our own staff and/or as a result of how we do our work) is identified and addressed on an ongoing basis. The post holder should report and respond to interventions as determined by position related responsibilities identified in the Child Safeguarding Policy.
ROLE PURPOSE:
The post holder is responsible for ensuring all transport needs are met, vehicles well-maintained, drivers trained, travel routes regularly assessed/updated in coordination with security department and any operational gaps addressed in a timely manner.
In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal role profile and be able to vary working hours accordingly.
SCOPE OF ROLE:
Reports to: Logistics Manager
Staff reporting to this post: Fleet Officer
Budget Responsibilities: None.
KEY AREAS OF ACCOUNTABILITY:
Ensure comprehensive vehicle tracking mechanism is in place to ensure daily vehicle check-up is done, mandatory periodic maintenance service is completed, repairs are made immediately and unidentified operational gaps are addressed. Ensure that all fleet assets are serviced, maintained and repaired according to standard maintenance guidelines and schedules through professional commercial workshops by setting highest possible quality standards to ensure safety of passengers and drivers Support in providing and ensuring professional training for all drivers in accordance with SCI Fleet manual, security regulations and technical requirements Collaborate with security team to Identify new potential routes to areas of responsibility that may reduce travel time and security risks to general operations. Ensure SCI fleet operations adhere to local and national traffic laws and regulations by proactively seeking regular updates from relevant government authority Collaborate with the fleet focal persons to collate the Profleet and Fleet Service Charge monthly data and share report to Logistics Manager on Monthly basis Provide support in ensuring that accidents and insurance claims are properly handled in collaboration with the Finance Team Serve as one of the pro-fleet champions for the country program Support the Logistics Manager to handle all fleet related operational issues Maintaining repository for vehicle particulars, vehicle insurance, driver files Management of Total Card Fuel platform for Country Program Periodically conduct fleet related (vehicles and generators) analysis Provide technical support to the fleet focal persons and drivers in all offices Management, control and accountability of all fuel supplies (vehicles. generators, other technical equipment). including contingency planning and storage country-wide as well as control, monitoring and reporting on all other vehicle running cost to ensure maximized cost efficiency and correct and transparent usage of funds Provide technical input into the decision making process concerning vehicle acquisition for both owned and outsourced vehicles Carry out regular visits to all field locations to coordinate the fleet management aspects country-wide and to ensure the implementation of standard systems and guidelines equally at all locations To manage IVMS a vehicle tracking system to monitor vehicle usage to avoid violation of fleet or misuse. Safeguarding Responsibilities
Ensure that all drivers (both SCI and rented vehicles) are aware of the safeguarding responsibilities described in the drivers handbook Ensure safe programming guidelines are followed to reduce the risk of unsafe practices, strengthen prevention measures and identify and mitigate risks in supply chain operations.. Emergency Preparedness and Response
• Actively participate in the Country Office’s emergency preparedness and planning processes as requested
• In case of emergency, be prepared to contribute to the delivery of an appropriate and timely response.
BEHAVIOURS (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 development to improve performance and applying appropriate consequences when results are not achieved. Ambition:
Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same Widely shares their personal vision for Save the Children, engages and motivates others Future-oriented, thinks strategically and on a global scale. Collaboration:
Builds and maintains effective relationships, with their 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 risks. Integrity:
Honest, encourages openness and transparency; demonstrates highest levels of integrity COMPETENCIES FOR THIS ROLE:
Delivering Results Takes personal responsibility and holds others accountable for delivering our ambitious goals for children, continually improving their own performance or that of the team/organization.
Level required: Leading Edge
Problem Solving & Decision Making Takes effective, considered and timely decisions by gathering and evaluating relevant information from within or outside the organization.
Level required: Leading Edge
Applying Technical & Professional Expertise Applies the required technical and professional expertise to the highest standards; promotes and shares best practice within and outside the organization.
Level required: Accomplished
Working Effectively with Others Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives; knows when to lead and when to follow and how to ensure effective cross-boundary working.
Level required: Accomplished
QUALIFICATIONS AND EXPERIENCE
Bachelors degree or HND in Social Sciences, Engineering or other relevant degrees years experience working in Fleet Management role from INGOs or Private Sector Possession of a valid driving license Knowledgeable in vehicle mechanics, servicing/repair Experience working in a relatively insecure field-based environment Experience in other logistics function desirable Experience with working with Fleet Management ERP systems Intermediate Computer Literacy (MS Word, MS Excel, MS Outlook, etc.) Able to communicate in excellently in English and Major local languages Experience in managing office vehicle fleet and supervision of fleet operations Additional job responsibilities
The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.
Equal Opportunities
The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.
Child Safeguarding:
We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.
Health and Safety
The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.
