ROLE PURPOSE

The Fleet officer provides support to the Head of Logistics and Administration to ensure the overall smooth operation of the fleet management systems for all Pan International Sudan’s fleet of rented and owned vehicles to maintain a better and efficient fleet system.  S/he is ensuring that all boarding /lodging and travel needs of Plan staff are guest are met with minimal disruptions.Fleet Officer is responsible for the supervision of drivers and vehicles that are located in Country Office. S/he will ensure that fleet activities are done in accordance with policies and procedures of Plan International ensuring smooth and timely delivery programme/project activities.

Dimensions of the Role

The Fleet officer is responsible for the management of transportation services (vehicle movements for passengers and cargo) as well as the coordination and supervision of drivers at the Country Office. He/she receives trip requests, schedules vehicles and drivers then monitor their whereabouts to make optimal utilization of the fleet. S/he records all movements, responses, travel and idle times, mileage and fuel consumption to analyse the needs for transportation services and balance the fleet size with the objective to optimize service levels. S/he assists in decision making for vehicle additions and subtractions on the basis of factual reports.

The Fleet Officer has end responsibility for:

• Directly supervises the Country Office Drivers of both Plan International Sudan (PIS)-COowned and rented vehicles.
• Ensure adequate service levels are maintained towards the transportation needs of the Country Office, by ensuring optimal utilization of the available resources;
• Follow-up on transportation issues forwarded by the projects;
• Reviews fuel records, monitors utilization and fuel consumption as well as follows up on maintenance and tire usage for all PIS-COvehicles especially the ones at the Country Office;
• Ensures that monthly records for refueling are maintained and any discrepancies escalated to immediate supervisor during the same month.
• Maintains a vehicle inventory and a comprehensive file for each PIS-CO vehicle and advises about vehicle allocation
• File maintenance: keeping, organizing and updating all fleet-related files; maintain file for each vehicle detailing its maintenance, damage/accident/incident history and copy of drivers’ renewed licenses.
• Document and compile data on rental vehicles, mileage logs and overall fuel consumption. Communicate to the Head of Logistics and Administration to follow-up on irregularities.
• Prepares and implements vehicle usage plan and deployment chart for all Country Office vehicle requests
• Collects log sheets and summary reports from drivers monthly and prepares fleet management reporting on monthly basis; carries out a monthly analysis on vehicle usage for decision making;
•  Support in Procuring insurance covers for all PISvehicles to ensure reduction of risk to Plan assets and staff
• In coordination with the PA/PU Logistics teams, follow up the required vehicles annual inspection, service dates and insurance issues as well as conducting vehicle annual registration timely.
• Maintains an up-to-date vehicle and trip administration including logbooks, fuel records and trip requests as well as their internal/mutual consistency.
• Strict adherence to maintenance schedules and driving guidelines so as to ensure good vehicle condition and safe transportation;
• Coordinate and communicate with pre-qualified suppliers of vehicle rentals to make necessary arrangement as per travel requests; work with Logistics team to get quotations for suppliers with no LTA.
• Schedule vehicle inspections and coordinate the arrangements with the requesting unit/staff.
• Coordinate with projects and rental companies to process payments for rented vehicles; ensure invoices are received on time and all documents for rented vehicles are complete. Follow-up with finance team to ensure payments are affected on time.
• Ensure that all vehicles are equipped with emergency equipment (per Plan policy), vehicles logs, fuel card/coupon, vehicle registration, copies of Plan Fleet policies and procedures, and a poster summarizing key policies visible to passengers at all times.
• Monitor and evaluate the output and performance of designated staff, through supervision and evaluation;
• Creating a positive working environment in which continuous improvement, service-mindedness, transparency and open communications are key values.

Detailed Responsibilities

Transport Scheduling and Routing

• Receives duly authorized trip requests, schedules trips and gives feedback and alternatives to requestors;
• Promotes rational and efficient use of vehicles and acts as a ‘central dispatch’ to facilitate drop and pick next to (and rather than) drop and wait;
• Maintains a daily planning board showing trips, reservations and vehicle availability;
• Monitors vehicle movements and takes corrective action when necessary (re-scheduling, additional vehicles/taxis, etc.) and immediately informs those concerned;
• Coordinatewith vendors/stores and transporters and relevant staff for goods movement.
• Prepare and maintained.
• Ensure all necessary documentation is done and record is maintained (including waybills, delivery note etc.) for proper goods hand over from point of dispatch to point of delivery
• Monitors truck movements and communicates ETD/ETA with the transporters and consignee(s).
• Ensure safe and secure transportation for staff and materials.

Vehicle Administration

• Responsible for making sure that the assigned vehicle is kept in good working condition.
• Ensures the proper use of logbooks, fuel, tire and maintenance records for all vehicles;
• Organizes timely annual inspection of all Country Office vehicles and assists with the inspection of Program Area vehicles;
• Performs daily/weekly/monthly inspections and test drives of all Plan owned and rental vehicles on the basis of a standard checklist, records and files the results;
• Ensures that all vehicles (owned/rental) are equipped with the required safety and maintenance equipment, seatbelts, hand tools, first aid kit and spare tires;
• Consolidates trips, mileage and fuel records of all vehicles, investigates irregularities then prepares a monthly report for the Head of the Department;
• Maintains and monitor vehicle accidents and ensure timely and accurate preparation of accident/incident reports tothe Head of the Department;
• Monitor digital fleet management and tracking system on real time basis, report any abnormal movement to head of department on immediate basis and prepare and analysis system generated reports on monthly basis.
• Analyses vehicle utilization and availability, response times and service level and informs the Head of Logistics and Support service Manager about fleet size, short- and long-term needs.
• Based on the pre-established reorder level and data provided by Logistics team or upon the requests made by projects and confirmation from the Head of the Department – initiates the purchase requisitions for fuel coupons/card re-fills and upon approval, submits them to the procurement coordinators for processing.

Vehicle maintenance

• Initiates, schedules and supervises all routine maintenance and repairs of Country Office vehicles; assists with the maintenance/repair of Program Unit vehicles upon request;
• Monitors the condition and maintenance of rental vehicles, ensures timely and appropriate action by the owner/rental company;
• Prepares the necessary documents for the payment of vehicle maintenance and repairs;
• Supervises in-house maintenance by the Drivers, arranges proper tools, stock levels of spare parts as well as consumables and safe working conditions;
• Performs cost/benefit analysis for overhaul/replacement of vehicles, inform the Head of Logistics and support service manager about fleet condition, age, etc.

General and Staff Management

• Supervises the Drivers - enables them to perform to their maximum capacity by managing their workload, evaluating their performance and by arranging optimal working conditions;
• Makes duty schedules and performs overtime and proper leave administration;
• Assists with the budgeting of the fleet department’s activities and performs budget-control for the department along with the Head of the department.
• Develops and updates a unit planning of measurable objectives and results, monitors progress and takes effective action when needed; reports on monthly basis to the Country Office Logistics Department;
• Holds daily (plenary), weekly (one on one) meetings with Drivers; ensures minute-taking, record keeping and the timely and systematic follow-up of action points;
• Conduct performance appraisals of Drivers as required and ensure regular feedback and mentoring of individual performances.
• Ensures that the Drivers follow the Vehicle Management Guideline and any other instructions regarding driving practices, safety and security, daily/weekly vehicle checks and maintenance;
• Assesses the driving skills of temporary drivers and drivers of rental vehicles; ensures that they always have a valid driving license and good understanding of Plan Sudan’s policies, rules and regulations;
• Keeps an overview of the particulars of temporary and rental vehicle drivers: name, contact details, driving license, etc.
• Ensure the Head of Logistics and Support Service Manager is kept informed about activities progress and implementation as well as other significant developments.
• Promote a productive work environment respectful of the Code of Conduct with zero tolerance for verbal and physical abuse or discrimination against children and other persons on the grounds of race, colour, sex or creed.

Logistics arrangements

• Air travel arrangements of Plan staff/guest for international/domestic sectors
• Receive travel requests, get most economical air fares from the approved travel agent (LTAs) or quotes for the fare and get it approved from Head of department.
• Arrange and communicate air ticket/travel itinerary with the requestor.
• Keep a complete track of invoices and payments and do monthly reconciliation of statements with travel agent.
• Support and assist in selection process of travel agent, guest houses and hotels both in CO and Programme areas.
• Keep a database of all pre-approved guest houses hotels and ensure all vendors met plan safety/security protocols and general health and hygiene standards.
• Arrangingboarding and lodging arrangements of all staff with at Plan-owned guest houses/ pre-approved hotels.
• Arrange and communicate Boarding & lodging with the requestor.
• Keep a complete track of invoices and payments and do monthly reconciliation of statements with all the hotels
• Performs additional duties as per the request of the Head of Logistics and Administration and other members of the CMT.
• Coordinate and arrange in-house events and also at external venues as per received requests and Plan approved procedures.

• Ensures that Plan International’s global policies for Child Protection (CPP) and Gender Equality and Inclusion (GEI) are fully embedded in accordance with the principles and requirements of the policy including relevant Implementation Standards and Guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct (CoC), their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures.

Key relationships

• CO and PU staff for travel requests
• CO/PU logs team for vehicle and travel managements
• Rental companies for vehicles/Driver managements
• Fuel stations for vehicle fulling and payment arrangement
• Maintained workshops for Vehicle R&M
• Transport companies for cargo movement and monitoring
• Hotel/guest house for boarding and events arrangements,
• Air travel agent for air travel management
• Head of department and CO fleet coordinator for fleet reporting, analysis, support and guidance.

Essential

• Bachelor’s degree in business administration, Management, Supply Chain Management or related field
• At least a minimum of 3 years of relevant work experience in a supervisory position, preferably in a Corporate, UN or NGO environment.
• Substantial knowledge and experience in logistics with specialization in fleet management
• Previous experience of managing and developing a team and the ability to lead, motivate and develop others

Desirable

• Knowledge of online tracker and fleet management system.
• Ability to translate corporate goals and values into specific objectives for his/her unit team
• Strong ability to analyse information, evaluate options; think and plan strategically
• Ability to effectively prioritize own and other workloads
• Strong supervisory skills
• Strong team-building and motivational skills– positively promotes team effort through shared successes
• Good communication and interpersonal skills - clear and effective; relates to people in a friendly and open manner
• Proficient in computer skills and use of relevant software and other applications
• Work under the pressure of tight and conflicting deadlines and handle multiple concurrent assignments
• Acts with high degree of integrity and professionalism
• Credible and accountable, able to work with minimum supervision