Fleet, Premises & Assets Supervisor

General objective   Under the direct supervision of the Logistics Manager, the Fleet, Premises and Assets Supervisor has to ensure and support all logistics activities linked to fleet. He/She has to manage the team of drivers, ensure the formal comunication linked to the fleet within the base and with other bases, draft accurate reports linked to the fleet, give initiatives and ideas to ameliorate the fleet management.     Responsibilities and tasks   Cars and transportation -       To be the focal point for rental cars suppliers for the base and to liaise with the coordination -       To ensure the formal communication linked to the fleet within the base and with other bases -      To follow the needs in terms of vehicles and insure that needed vehicles are provided in a timely and efficient fashion -      To participate in verification of invoices fort the car rental, fuel consumption, log book follow up. -      To participate in drawing up mechanical assessments for vehicle needs and report them to the coordination and car suppliers -       To organize the schedule of vehicle movements and drivers at base level -       To ensure the good respect of PU-AMI transportation procedures and vehicles maintenance -       To ensure that the administrative documents for all vehicles are available, filed and monitored -       To verify that the rental vehicles comply with PU-AMI regulations and needs -       To organize the schedule of vehicle movements and drivers at base level -      To ensure the proper ordering, dispatch, use and follow up of Fuel cards and logbooks -       To monitor the use of vehicles (consumption and mileage, damages, administrative documents) and to consolidate, analyze and report the data for each vehicle -       To report all cars incident to the line manager and to prepare the reports -       To give initiatives and ideas to ameliorate the fleet management -       To understand and strictly obey traffic law and regulations.   Asset follow up -       To follow up assets inventory on monthly basis and to send the asset list every month to the line manager -       To ensure that the team are aware of their obligations regarding the assets use -       To dispatch the equipments according to the needs (and to update equipment list accordingly) -       To assess and report the asset needs to the line manager (asset needs list) -       To manage the stock of assets -       To make sure the assets are properly maintained and maintenance intervals and procedures are respected.   Equipement & Building follow up -       To regularly check the equipments and furniture of the premises and its use; -       To dispatch the equipments and furniture according to the needs; -       To regulary inspect the offices and living accomodatin to assess what work is necessary; -       To draw up a list of needs of equipments and furnitures when needed; -        To look after all material of furniture, carry out minor maintenance and repair work as well as improvements to the premises, once validation has been received from the line manager; -       To find additional premises upon identification of needs and help her/his supervisor to follow up all contractual aspects of all premises; -       To follow up the rents (office and flat) and fees (internet, electricity, water…for office and flat) payments and follow up of the office/flat maintenance (repairs, normal maintenance, paintings…)   Staff management -       To organize the hiring process for drivers in accordance with PU-AMI recruitment policy -       To manage the drivers, and to organize the drivers’ planning according to the needs in collaboration with the Logistics Manager and Field Coordinator. -       To participate in the continuous general training of drivers and regularly test their knowledge on procedures, security & safety -       To consult the Logistics Manager for any problem raised or caused by a driver -       To solve team conflicts, if any, and ensure team building. -       To conduct appraisals every six months for the drivers, in collaboration with the Logistics Manager   Reporting & Archiving -       To prepare regular reports on the fuel consumption and cost eficiency of the fleet -       To archive and centralize logistic files regarding fleet, assets, contracts and premises   Assets Other knowledge: Acquaintance with INGO' rules, procedures and regulations Interest: Work in relief Transversal skills -         Honest and trustworthy -         Reliable, rigorous and well organized -         Motivated and dedicated to his/her job -         Able and willing to learn to extend his/her scope of work -         Able to manage priorities, take initiatives and work without constant supervision The tasks and responsabilities defined in this job description are not exhaustive and can evolve depending on the project needs.