Job purpose

The Fleet Delegate, under the supervision of the Logistics Coordinator, is responsible to manage IFRC motor assets in line with Fleet Manual procedures as well as other IFRC standards and processes to ensure high quality service provision that meets the needs of the operation and its service users. The post holder will ensure the efficient and effective transportation of personnel/goods and monitor the day to day fleet activities following the Federation’s fleet management, road safety and environmental standards. Job duties and responsibilities

• In cooperation with Logistics Coordinator to set-up effective vehicle dispatch system and organize local drivers to effect the timely and efficient reception to and dispatch of personnel from the office and operational area. Report on driver movements and activities.
• To ensure timely, accurate and correct data entry into the Fleet Wave - fleet management system and to maintain vehicle fleet files with containing documentation with records of mileage, fuel, maintenance and repairs, accidents, and financial information as per Fleet Manual and set procedures.
• In cooperation with Logistics Coordinator to ensure that vehicle fleet is optimised in its size, vehicle models, utilisation, running operational costs and is used as per set rules and regulations described in Fleet Manual.
• Coordinate and monitor with Programmes to ensure proper planning and effective usage of Federation vehicles.
• Coordinate, plan and manage the transportation of personnel and cargo to all destinations – field offices in cooperation with the requesting departments.
• To maintain accurate control, recording and monitoring at all times drivers and logbooks and provide monthly fuel usage reports to Logistics Coordinator which contain the monthly vehicle fuel consumption logs and IFRC fuel tanking lists from the Fuel supplier. Identifies risks and recommends where the incorrect practice may impact safe operation and proposes remedial action to Logistics Coordinator for further action.
• Strict control on the dispatching system and procedures in line with the Federation Fleet policy and procedures.
• Test, recruit and train local drivers and dispatchers where needed. Train and develop driver skills to be of the highest international safety standard.
• Constant and regular driver’s performance evaluations to identify areas that need improvements and trainings (ECO-driving, road safety and defensive driving, off-road driving and first aid).
• To plan, allocate and co-ordinate local driver resources to ensure the most effective use of their time and the efficient delivery of transport services using available resourcing and route planning tools as appropriate to minimize the costs of such resources.
• Provide support in evaluation, training of national fleet management staff to improve the fleet management quality and cost effectiveness of fleet operations, promote adherence to best practice principles and compliance with all relevant regulation, Vehicle policy and the Fleet Manual.
• Prepare monthly fleet report on fuel consumption, fleet utilisation and reconciliation information and data from the Fleet Wave reports and submit to the Logistics Coordinator, according to deadlines.
• Provides critical analysis and evaluation of Fleet Wave data to assist Logistics Coordinator with decisions and recommendations on maintenance, servicing, repairs, insurance, disposal and reallocation of vehicles and other motor assets. Coordinates and manages all records and documents on aspects of the fleet management.
• In close cooperation with Logistics Coordinator investigates complaints and incidents, manage and monitor adherence to security procedures concerning vehicles with special focus on road safety, adequate use of vehicles, key control, fuel storage and consumption, driver, journey and incident management according to the Federation standards. Ensures vehicle incident reports are prepared, followed up and analysed.
• Liaise with all relevant local vehicle contractors, service providers and commercial enterprises.
• Liaise with international, governmental and non-government authorities and organizations and collaborate where appropriate.
• Provide support to the DR Congo Red Cross Society in Fleet related matters.
• Support, train and develop national staff with the aim to transfer skills and knowledge.
• The Fleet Delegate will transfer all his duties and responsibilities to Fleet Officer prior to the end of mission.
• Liaise with GFU, Dubai and Regional Fleet in Dakar about any technical and operational support requirements.
• Perform any other functions identified by the Logistics Coordinator

Duties applicable to all staff

• Actively work towards the achievement of the Federation Secretariat’s goals
• Abide by and work in accordance with the Red Cross and Red Crescent principles
• Perform any other work-related duties and responsibilities that may be assigned by the line manager
• Work towards the achievement of Federation goals in the country/region of operation through effective managerial and lateral relations and teamwork
• Ensure understanding of roles, responsibilities, lateral relationships and accountabilities
• Perform other work-related duties and responsibilities as may be assigned by the supervisor.
• Position Requirements

Education

• Basic Delegates Training Course or equivalent knowledge
• Mechanical trade qualification or Engineering certificate

Experience

• Experience of managing & supporting staff
• Experience of working for the Red Cross/Red Crescent
• Experience of working for a humanitarian aid organization in a developing country
• Experience in Fleet and Transport Management within the Red Cross/Red Crescent movement
• 3 years professional experience in general logistics, including warehousing, transportation, customs clearance & procurement

Knowledge and Skills

• Self-supporting in computers (Windows, spreadsheets, word-processing)
• Valid international driving license for light vehicles and trucks
• Languages English and French
• Skills in training and developing staff

Languages

1. Fluently spoken and written English

2. Good command of another IFRC official language (French, Spanish or Arabic)

3. Other languages: local