Fleet Assistant- Beirut

CHILD SAFEGUARDING:

Level 2 – the responsibilities of the post may require the post holder to have some contact with or access to children or young people.

ROLE PURPOSE:

Transport persons and goods and ensure that the SCI or rental vehicle is in a roadworthy condition. Follow up on Drivers handbook and Fleet Policy driving rules and regulations and assure to drive according to the Lebanese law. To ensure that Fleet Management are done according Save the Children Fleet Policy, Driver Handbook and Country Logistics Manual. To support the Logistics Coordinator with monthly reporting on Fleet, Assets and accidents.

SCOPE OF ROLE:

Reports to; Logistics Officer

Staff directly reporting to this position: Drivers 

KEY AREAS OF ACCOUNTABILITY:

Safe transport of people and goods

• Safely transport SCI employees or freight
• Adhere to local speed limits and traffic regulations
• Responsible for safe and respectful control of the vehicle
• Responsible for the safe loading of the vehicle
• Respect the manufacturer’s technical conditions of use for the vehicle (e.g. load weight)
• Ensure that all passengers follow the security procedures and rules (e.g. seatbelts)
• Adhere to Save the Children’s Fleet Policy, Driver Handbook, Code of Conduct and Child Safeguarding Policies.
• Report any accidents immediately to Logistics Officer and the nearest police station for the purpose of insurance claims.
• Record details of all journeys on logsheets.

Maintenance and checklist of vehicles                                                           

• Report technical problems and breakdowns to Logistics Fleet & Assets Officer.
• In case of emergency and if authorized to do so, repair minor technical problems.
• Be aware of when the vehicle needs servicing and advise Logistics Officer.
• Perform daily vehicle pre-departure checklist and confirm all required items are present.
• If necessary, prepare additional materials according to the mission needs (snow chains, additional fuel tank, stickers, flag, tools, medical and food kits, etc.)
• Keep the interior and exterior of the vehicle clean at all times.
• Use fuel card appropriately and record all consumption on logsheet.
• Ensure planned preventative maintenance is carried out to a high standard with minimum disruption to program activities.
• Responsible for the maintenance and repair of the vehicles; Inspect any work that is contracted out to other workshops ; Report any faults that are not repaired and any damage caused by user error to the logistics/transport officers.
• Manage fuel, fluids and spares stocks as needed.

Reporting requirements

• Report all technical problems, breakdowns and service requirements to the Logistics team.
• Report all accidents in line with local Fleet Policy.
• Complete log sheets for every journey.
• Pass on relevant information to Save the Children Security Focal Points and Security Focal point.
• Ensure vehicle log books are updated.
• Monthly and weekly Vehicle Movement Plan updated and reported to Logistics Coordinator.
• Maintain and update all required records and paperwork for vehicles and drivers.
• Follow up on all vehicle accidents ensuring proper reporting and appropriate actions taken.
• Responsible for updating the Fleet Monthly Analysis Report on monthly basis and reported to Logistics Coordinator.

Fleet Management:

• Manage fuel and maintenance contracts as needed.
• Analyze and check fleet data on running costs, utilization and recharging.
• Ensure all vehicles are regularly serviced and maintained in line with manufacturers recommendations and warranty requirements.
• Ensure all drivers are briefed on and adhere to Save the Children policies and procedures.
• Ensure rented vehicles’ and driver’s contracts are complete and correct.
• Follow up on all vehicle accidents ensuring proper reporting and appropriate actions taken.

Movement Planning

• Day-to-day management of the fleet assigned to area of operation.
• Oversee vehicle planning and allocation.
• Ensure vehicles have correct equipment and sufficient fuel for the planned trip.
• Ensure safety standards in all vehicles in the fleet, including availability of necessary safety accessories and communication equipment
• Complete and update daily vehicle movement and service board and ensure vehicles are tracked when away from base.
• Collate transport requests and complete weekly movement plan.
• Ensure correct utilization and allocation of fleet across the program.

Staff management

• Responsible for performance management of drivers in area of operation.
• Ensure drivers are trained in SC policies and procedures, first aid, care of their vehicles and use of vehicle in off road conditions.

Procurement

• Responsible for the procurement of vehicles (both purchased and rented) and fuel, in line with SCI’s Global and SCI Lebanon’s Local Fleet Policies.
• Taxi procurement when no other vehicles available and in agreement with line-manager

QUALIFICATIONS AND EXPERIENCE AND ATTRIBUTES

Essential

• Previous experience as a driver
• Hold a valid license for the country, or an International License.
• Good eyesight and physical condition
• Being prepared to work in tensed situation and under pressure, with multicultural staff and contacts
• English speaking

Desirable

• Mechanic or fleet management experience
• Previous experience working for NGOs.