Fleet Officer

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

The Fleet Officer is responsible for transportation and drivers’ management by monitoring and managing the driver team and vehicle schedule effectively. In addition, this position is responsible to ensure that the procurement process and procedures provided to Dnipro field office are effective and meet all Supply Chain Policies.

KEY RESPONSIBILITIES

Transportation

- Prepare fleet movement plans, vehicle scheduling, and driver assignments.

- Support vehicle repairs, vehicle safety, and fuel consumption and capture them in the monthly report.

- Monitoring travel plans and trips for drivers, when they are assigned to work outside of Dnipro region

- Monitor vehicle condition, driving capacity, and road safety awareness among drivers.

- Assist Fleet manager to arrange rental vehicles when needed.

Vehicle Management

- Collaborate and coordinate with all departments to identify needs and plan travel and transportation services, with a focus on movements in/out Ukraine

- Schedule and manage vehicle movements, perform situational analysis and plan routes, assign drivers, and rent vehicles, if needed, to ensure optimal resource use and meet program needs per required schedules and standards.

- Ensure legal, safe, economic, and environmentally sustainable fleet through planning and overseeing regular diagnostic checks and timely and quality maintenance and repair of all motorized assets, and vehicle disposal, as needed. Ensure the physical security of all motorized assets, spare parts, and fuel are in place

- Manage a reliable and up-to-date records keeping and vehicle data management system to document, monitor, and account for all motorized assets, fuel, spare parts and equipment inventory, and all vehicle movements. Support the implementation of new fleet management system (if required) in the respective field.

- Conduct regular vehicle checks (maintenance, cleanness, etc.) monthly, and ensure all checklists are completed in accordance with IRC Ukraine vehicle policies. Ensure all mechanical equipment tools, first aid kits, and supplies are available in vehicles and in good condition.

Vehicle Report

- Maintain vehicle fuel and maintenance records on Fleet Tools.

- Track all vehicle registrations and insurances, and ensure all updated documents are in the vehicles (original) and a copy is updated timely.

- Act as a focal point in case of vehicle accidents by reporting to Filed Coordinator according to vehicle policy.

Other

- Review and organize drivers’ monthly timesheets - holiday and compensation and submit them to HR regularly.

- Issue PR for fleet management-related activities.

- People Management and Performance Support for Drivers

- Perform other duties as assigned by Supervisor.

JOB REQUIREMENTS

Education:

• •University degree.
• •University degree in transport, logistics management, business administration would be preferable.

Experience:

At least 1 year experience in Fleet management in a humanitarian organization, international organization or iNGO would be preferable.

Demonstrated Skills and Competencies:

Ability to work independently, with high commitment to the assignment and deadlines

Good communication skills

Team player, fast learner with strong organizational skills

Having self-confidence and readiness to be a team player

Proficient in Microsoft Excel, MS Teams and other on-line meeting tools

Good command of written and spoken Ukrainian and English

REPORTING STRUCTURE AND TEAM COLLABORATION

Key Working Relationships:

Report to: Supply Chain Manager

Position directly supervises: Drivers.

External contacts: Supplier, Agent

Internal: IRC staff

WORK ENVIRONMENT AND OTHER RELEVANT INFORMATION

• •This role requires full-time work in the office or hybrid type of work is possible after probation period
• •Applicants must have a home or alternate workspace so they can effectively complete their work during regularly scheduled work hours.
• •Travel to other locations is needed up to 30% of time
• •Exempt from overtime
• •Sometimes work on weekends may be required
• •Work in the matrix organization
• •Fast pace of working, multitasking and stressful work
• •The organization cares about staff and provides flexible working options (start early-finish early, start later-finish later, remote work)

Staff can ask for accommodation in the workplace. Specific requests can be discussed with HR.

IRC employees are eligible to the following benefits:

• •Competitive salary
• •Purposeful job and development opportunities

• •English classes and unlimited online training courses
• •Life Insurance
• •Medical insurance for staff and family members
• •Free psychological support to employees and their family members
• •30 calendar days of annual vacation with flexibility beyond the legally set minimum requirements
• •Up to 10 days of paid medical leave

Professional Standards: All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct . Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding , Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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