Job Overview:

To lead fleet, transport, fuel management based in Addis to provide technical support to all transport and vehicle in the field locations if required. The post holder will report to the Senior Supply Chain Manager/ Fleet and Facility/ in Addis Ababa to ensure effective and efficient fleet management in accordance with IRC Policy and procedures.

The post holder will lead all aspect of the overall function of vehicle Transport Capacity within IRC Addis Ababa and will provide safe transport services for IRC Ethiopia programs and support staff in the described areas of responsibility. The position will be tasked with developing and implementing effective Transport system within IRC Ethiopia with focus on the existing Transport Management Policies. In addition to these duties the Senior Transport Officer keeps proper records of vehicle related documentation and shall promote optimized transport and logistical operations of the Sector with minimal impact on existing operating procedures to support the transportation management processes.

Major Responsibilities:

To lead fleet, transport, fuel management

• Work with the supply chain Manger and Deputy Director of Supply Chain to design a suitably staffed and equipped transport function to support the IRC’s vehicle operations and policies.
• Implement and direct IRC standard Vehicle policies and procedures, with particular attention to safety and security issues.
• Ensure that vehicles are properly registered and have TPL insurance according to the rules and regulations of the country; Report any transport related incidences and road accidents to the supervisor and the local insurance company.
• Supervise daily allocation of duties to Transport Assistant and drivers. Respond staff email and arrange the requested vehicles as per the vitality or the plan.
• Collaborate closely with security office for online tracking and monitoring of IRC vehicle movements
• Ensure the implementation of IRC fleet management standards.
• Properly run the vehicle pool system for better effective and effective use of resources.
• Ensure maximization and efficient use of the outsourced transport for logistical operations.
• Monitor fuel consumption of the outsourced fleet (Rental vehicles) at the end of the vehicle contract and refill the fuel.
• Monitor fuel consumption and identify innovative ways to reduce fuel consumption.
• Ensure that all vehicles are regularly maintained and serviced according to schedule in the most efficient, cost-effective means.
• Keep track of fuel card utilization for each vehicle and make monthly reconciliation of bills and vehicle records.
• Ensure the requirements for vehicle safety and security are met as per IRC vehicle policies.

Reporting Activities:

• Collect and analyze fleet data, and prepare and present fleet management reports; Analyze efficiency of each vehicle in terms of fuel usage, breakdowns etc.
• Report traffic crashes and vehicle incidents and conducts crash investigation to identify the causes and suggest preventative measures.
• Preparation of Country Office monthly, and periodic fleet Management reports in a timely manner.
• Weekly activity reports
• Monthly submission of updated data on vehicle usage Cost and status and consolidate field offices vehicle cost usage reports.
• Monthly UNHCR vehicle of effective fuel efficiency reports in accordance with IRC Vehicle Management policy.
• Report any transport related incidences and road accidents to the supervisor.

Proper recording of vehicles related documentation:

• Handle and be accountable for the vehicle fleet, ordering and spare parts management of all vehicles related parts and consumables, including fuel.
• Ensure proper maintenance of all vehicle records, and other office documentation.
• Maintain a master register for vehicle maintenance and inspection schedule to ensure timely service of fleet as stipulated in the periodic servicing manuals
• Ensure vehicle log sheets are accurately updated with the right entries by the drivers.

Team Management

• Support the office with the arrangements for selection and (re)testing of drivers, including testing of drivers’ fitness.
• Supervising drivers and Transport Assistant/ Mechanics performance.
• Establish and manage relationships with in- and external partners such as drivers, vehicle users (program staff, senior management), suppliers, etc.
• Inspect the rental vehicle as per the request
• Provide brief induction for rental drivers
• Regular weekly checks of the vehicle drivers’ log sheet particulars.
• Advise the Management on the operational condition of the vehicle.
• Ensure all vehicles are cleaned, equipped with the vital documents and IRC formats
• Plan and lead drivers and Mechanics leave schedules.
• Conduct basic training for drivers on vehicle maintenance, safety & security, and road safety.
• Enforcement of interpersonal regulations on vehicle management and ensuring compliance.
• Focal point for all purchases in transport department. Raising PRs for vehicles spare parts and vehicle repairs.
• Ensure proper vehicle handover from drivers to the Transport Assistant after an assignment.
• Establish mechanisms to check that vehicles are roadworthy at regular intervals.
• Identifying exceptions and taking immediate remedial action, including coordinating, and responding to emergency situations.
• Planning and organizing cost effective vehicle repairs, and maintenance in liaison with the Transport Assistant /mechanic.
• Identify quality garages, support establishment of contracts with pre-approved garages, establish quality control mechanisms, undertake performance reviews at a regular basis. Be responsible for and ensure that maintenance has taken place and validate the invoices.
• Assist in the development and maintenance of active road accident prevention programs.
• Perform any other duty as directed by the supervisor or designate.

Safeguarding Responsibilities: -

• Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC [team/office]
• Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies

Key Working Relationships:

Position Reports to: Senior Supply Chain Manager / Fleet and Facility/

Position directly supervises: Transport Assistant

Other Internal and/or external contacts:

Internal: Supply Chain, Administration, and Finance staff, international staff, Addis Ababa IRC office staff and Field offices vehicle, and Motor related issues

External: Service providers, UNHCR, and other Agencies.

Minimum Qualifications:

Job Requirements:

Educational Requirements

• Minimum of 5 years of experience for a Diploma holder or Two years of relevant experience with the first Degree or 1 year with five years of experience in Auto Mechanics, Mechanical Engineering, or equivalent.

Preferred Experience and Skills:

• INGO/NGO/UN/Private companies experience is required (INGO is preferred)
• Extensive experience in logistics and operations planning
• Strong ability to prioritize work under pressure, maintain attention to detail, and coordinate multiple tasks to meet deadlines.
• Basic supervisory /Managerial skills
• Technical and reporting skills
• Effective time management and organizational skills.
• Able to pass the IRC driving test
• Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time
• Strong analytic problem-solving skills
• Ability to work both independently and in a dynamic, cross-functional global team structure
• Highly proficient in the Microsoft Office suite
• Demonstrated ability to work effectively with stakeholders at all levels
• Ability to manage and work through change in a proactive and positive manner.
• Computer Skill in MS Office – MS Word, MS Excel, MS Outlook

Language Skills: Written and spoken English.

Certificates or Licenses: Driving License to able to operate motor vehicle with a capacity of up to 24 seats.

IRC is an equal employment opportunity employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status or disability.

IRC strives to build a diverse and inclusive team at all levels who as individuals, and as a group, embody our culture statement creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.

Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.