Fleet Manager

General objective Under the direct supervision of the Logistics Coordinator, the Fleet Manager at the coordination has to ensure and support all logistics activities linked to fleet of the mission. He/She has to ensure the formal communication related to the fleet within the coordination and within the mission. The Fleet Manager, at coordination, participates in the creation of all guidelines and tools linked to the fleet management and drafts accurate reports linked to the fleet. He/She also manages the team of drivers at the coordination. Responsibilities and tasks Cars and transportation -     Be the focal point of the mission for rental cars suppliers -     Ensure the formal communication related to the fleet within the coordination and with other bases -     Follow the mission’s needs in terms of vehicles and insure that needed vehicles are provided in a timely fashion -     Receive and verify  the invoices for the car rental and fuel consumption -     Ensure that the mechanical assessments for vehicles maintenance needs are done regularly and are reported to both the coordination and the car suppliers -     Organize the schedule of vehicle movements and drivers at the coordination -     Ensure the good respect of PU-AMI transportation procedures and vehicles maintenance -     Ensure that the administrative documents for all vehicles are available, filed and monitored -     Verify that the rented vehicles comply with PU-AMI regulations and needs -     Organize the schedule of vehicle movements and drivers at base level -     Ensure the proper ordering, dispatch, use and follow-up of Fuel Cards and Logbooks -     Monitor the use of vehicles (consumption and mileage, damages, administrative documents) and to consolidate, analyze and report the data for each vehicle -     Centralize the reports of all cars incidents on the mission and report to the Logistic Coordinator -     give initiatives and ideas to ameliorate the fleet management Staff management -     Organize the hiring process for drivers at the coordination in accordance with PU-AMI recruitment policy -     Manage the drivers at the coordination and to organize the drivers’ planning according to the needs -     Ensure the continuous training of Logistic Managers and Fleet Supervisors of the bases -     Follow up on the implementation of the mission’s fleet tools and guidelines -     Ensure the continuous general training of drivers and regularly test their knowledge on procedures, security and safety -     Solve team conflicts, if any, and ensure team building -     Conduct appraisals every six months for the drivers Budget -     Be accountable for managing expenditures related to one specific grant. -     Be responsible for the follow up and control of his/her budget area. -     Analyze and propose solutions of reallocation if needed, after receiving a monthly updated budget follow up from the   Admin/Fi Department -     Responsible for approving expenditures and re-allocations within his/her budget area(s) -     Plan and monitor expenditures to take place during the grant period -     Address his/her cash forecast according to his/her budget areas -     Avoid any over or under expenditures at the end of the grant Reporting & Archiving -     Centralize regular reports on fuel consumption and cost efficiency of the fleet from all the bases. Analyze, consolidate and report to Logistic Coordinator -     Centralize the maintenance needs and report to the Logistic Coordinator -     Archive and centralize logistic files regarding fleet Security -     Share security information with his/her supervisors -     Follow up the security equipment and guidelines -     Keep the driving staff informed of any security or safety update -     Understand and obey traffic law and regulations Mandatory requirements Language Skills: Fluent in Arabic and English (speaking/reading/writing) Education Degree: Bachelor degree in logistics/supply or a related field Additional skills: Very good technical knowledge in car mechanics Work experience: Previous relevant experience in a logistic function, preferably in an NGO (at least one year) Computer skills: Good skills in networking and Internet. Very good knowledge in Microsoft Office (Word, Excel) Other  requirements -         Valid driving license -         Excellent management skills 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