The Supply Chain- Transport assistant was an integral member of the Supply Chain Department holds primary responsibility for fleet management. The role holder will be responsible for all aspects of the IRC vehicles policies related to travel, Movements and tracking the ground movement and accountable for maintaining the safety and security of the vehicle and the passengers as well. They coordinate the 3rd-party insurance presence in the vehicle and ensure the annual inspection of the vehicles on time. They are also responsible for planning, organizing, leading, and directing the vehicle movement with the coordination of the program team.
Major Responsibilities:
This position which requires high caliber leadership and operational skills. The position holder is expected to work smoothly and with integrity among filed program and operation team as well as with Addis supply chain team.
1.The detailed duties and responsibilities of Supply chain Assistant-Transport include the following:
ü Responsible at field office for the weekly and daily transport schedule, including allocation of vehicles.
ü Keep proper records of fuel and maintenance costs for vehicles and motor bikes on a monthly base and produce proper reports of it.
ü Make sure that the standard IRC vehicle management policy procedures are known and respected by drivers, riders and users.
ü Prepare proactive planning of vehicle maintenance, repair and service for all vehicles and motor bikes in the Field Office.
ü Identify and request staff benefits including uniforms, safety equipment’s and materials for drivers
ü Identify training needs and carry out regular training to all drivers in collaboration with Senior Transport Officer (based in Addis) on basic vehicle mechanic skills, daily vehicle inspection on safety driving, defensive driving, etc.
ü Maintain the upkeep /updates vehicle record systems.
ü Submit monthly fleet and material reports to Supply Chain Manager in the field office. This should include availability, utilization, maintenance, fuel and tire cost summaries and a narrative of the field offices fleet and recommendations. The material report should also include an evaluation of stock movement and recommendations on materials to be ordered and disposed of.
ü Monitor log sheet and other vehicle documents of Assosa Field office drivers on a daily basis and motor bikes periodically ensuring that they are filled in properly. Submit on a monthly basis to Supply Chain Manger.
ü Monitor maintenance costs of all IRC fleet submitted by maintenance provider and compare with previous months/years. When variances are found report and justify the reasons.
ü Monitor and comment on the performance of all IRC drivers including motor bike riders semiannually.
ü Ensure that spare parts fitted to IRC vehicles are genuine and the costs are within market rates.
ü Ensure that the vehicle fleet is insured at all times throughout IRC operation, checking insurance costs on a yearly basis and make any necessary recommendations to SCM.
ü Ensure that IRC vehicles are checked annually in accordance with Ethiopian traffic regulations.
ü Implement tire tag system and maintain tire tracking sheet properly.
ü In consultation with SCM evaluate vehicle availability and utilization and recommend change to fleet size in accordance with project activities.
ü Ensure safety of IRC vehicles and workplace–checking driving skills on a regular basis; checking safety of vehicles, machinery and electricity in workplace are correctly maintained.
ü In case of accidents happen in follow necessary procedures (insurance company, traffic police, incident reporting etc).
ü Maintain and keep record of hard copy filing system of vehicle maintenance records for all vehicles and motor bikes in the field office, log sheet and other vehicle related documents.
ü Ensure that all drivers and authorized IRC vehicle drivers have valid and up-to-date driving license.
ü Be responsible for driving IRC vehicle in cases where there is a shortage of drivers for IRC related business up on request only.
ü Ensure that drivers full fill health and safety regulations as per IRC’s supply chain and personnel manual.
ü Ensure all IRC fleet have a first aid kit, fire extinguisher, jack wheel –brace, necessary tools and spare tire vehicle at all times, all in good condition.
ü Ensure the suitability of rental vehicles and fully oriented before they are sent to the camp offices.
ü Supervise drivers and guards in the field office.
ü Any other related duties assigned by the immediate supervisor.
2. Staff management
Ø Preparation of drivers objective setting for new and existing staff
Ø Preparation and submission of midterm and annual performance objective of drivers
Ø Prepare Drivers time sheet preparation and submission to HR on timely manner.
Ø Closely follow the procurement of driver’s uniform
Ø Closely follow drivers leave plan utilization
3. Sharing other supply chain related assignments with other supply chain staff
ü Accomplishes other duties as assigned by the Supply chain Manager and Filed Coordinator.
ü Cooperates with other supply chain staff related to field supply chain activities
4. Key Working Relationships:
ü Position directly supervises: Drivers at Filed level and technically camp based
ü Other Internal and/or external contacts:
ü Internal: Regular relationships with program staff, Operations, and country Supply Chain staff at all levels, External: Vendors.
5. Safeguarding Responsibilities: –
ü Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC [team/office]
ü Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies
Minimum Qualifications:
Ø Diploma/Degree in Auto mechanics, Logistics and Transport Management or any other related field from recognized university, College or TEVT.
Ø Minimum of 1 years relevant experience for diploma
Ø 0 year for first degree.
Ø Very good knowledge and experience in Microsoft Word and Excel software application.
Ø Having Valid 3rd grade driving license is advantageous
Ø Must have good command of both spoken and written English and Amharic.
Ø Proven Ability to handle workloads and to work under pressure.
Ø Give attention to details
Ø NGO Experiences plus
Ø Adaptability: working in a multi-cultural environment.
Ø Excellent representational skills
Ø Demonstrates a systematic and efficient approach to work
Ø Relates and works well with people of different cultures, gender and backgrounds.
