NEW Deputy Supply Chain Coordinator – Fleet Management (Nationals Only) Mid level – Mid level IRC – International Rescue Committee Kabul

Travel Services                     

• Support the development of travel policies procedures and programs and ensure compliance in all aspects of travel procedures
• Handle Travel Requisition Process, including oversight of all travel arrangements and operations
• Work closely with Programs, and Field Teams and support travel plans
• Work with Safety and Security and Admin Team and support travel and airport shuttle plans 
• Participate in Travel service Provider Sourcing and negotiating contracts or rates with travel service providers
• Manage Transport Contracts to ensure compliance with contract service level agreements (SLA)

Logistics Management 

• Work with the Supply Chain Team to analyse operational / program needs for transport and plan appropriate fleet size.
• Prepare a monthly vehicle fleet movement plan (including budget needed) and circulate with relevant authorities.
• Prepare an annual fleet plan (including budget needed) and a vehicle disposal / replacement plan.
• Prepare and manage Fleet movement plans including Vehicle scheduling and Requisition process
• Ensure the implementation of IRC fleet management standards.
• Managing HF and VHF radios in liaison with Safety & Security Department to ensure that they are in a serviceable condition

Vehicle management    

• Ensure that vehicles are properly registered and have insurance according to the rules and regulations of Afghanistan.
• Establish mechanisms to check that vehicles are roadworthy at regular intervals.
• Ensure timely and effective Vehicle Maintenance and repair management by identifying quality garages, supporting establishment of contracts with pre-approved garages, establishing quality control mechanisms, and undertaking performance reviews at a regular basis.
• Oversee and ensure that maintenance has taken place and validate maintenance invoices before payment process.
• Perform Vehicle management cost analysis and suggest improvements to reduce waste and minimize vehicle cost
• Manage vehicle safety by ensuring that safety procedures are adhered to by all vehicle users
• Participate in Vehicle and car hire service providers sourcing and negotiating contracts or rates with vehicle hire service providers
• Conduct routine Vehicle Road test to establish benchmark on fuel consumption
• Monitor vehicle fuel consumption and identify innovative ways to reduce fuel consumption.
• Utilize technology to enhance monitoring of fuel consumption, maintenance and safety of vehicles and staff through adoption of fleet management system

Generator Management                      

• Appropriate generators are procured whenever required
• Generator operation is done in accordance with the operation guidelines and procedures
• Generators are maintained in good working conditions in accordance with IRC generator maintenance and repair policy
• That generator fuel consumption is well monitored and identify innovative ways to reduce fuel consumption
• Establish daily tracking ledger for generator utilization and operations
• Conduct routine Generator Running test to establish benchmark on fuel consumption

Legal and Compliance

• Based on fleet management data and information identify, suggest and implement actions that lead to improved efficiency and effectiveness of the fleet as well as reduce the risk associated with fleet operations and road transport.
• Ensure all staff (international and national) are familiar and comply fully with the IRC Afghanistan Fleet policies and procedures including any global policies.
• Identify, document and timely report any IRC Fleet policy deviations following the mechanism in place for appropriate follow up.
• Develop and support implementation of Supply Chain Improvement Plans (SCIPs)
• Promptly Inform the Supply Chain Coordinator and/or Deputy Director of Operations of any areas of concern or potential or suspected Fleet policy violations.
• Provide constructive support to all vehicle users to ensure effective, compliance to Fleet policies & procedures.
• Review and provide feedback on assigned audit findings submitted to your country office and implement discrete, time-bound Fleet management initiatives which improve performance or compliance (i.e. implementing post-audit corrective action plan);

Staff Management:

• Support recruitment and selection and (re) testing of drivers, including testing of drivers’ fitness (written tests and interviews) through the effective utilization of the IRC supply chain competency matrix.
• Ensure each team members’ objectives are set following the organizational unit vision as well as operations context(s);
• Provide face to face and remote orientation to newly hired supply chain staff, in designated provinces.

Learning and Development

• Assess Fleet staff competency and training gaps and develop appropriate intervention programs
• Setting team members’ objectives and document training needs
• Assist the Supply Chain Coordinator where necessary and manage orientation and on-boarding
• Ensure all counterparts who deal with supply chain processes are trained to standard

Reporting

The Deputy Supply Chain Coordinator for Fleet is responsible for preparing and submitting accurate and analytical report.

Report traffic and vehicle incidents and conducts investigation to identify the causes and suggest preventative measures.

Ensure that fleet data such as maintenance and fuel data is captured in the fleet management reports

Analyse the data, and prepare and submit accurate Fleet report to supervisor on time as per donor regulations, including generator performance reporting

Minimum Qualifications:

• Bachelor’s degree or equivalent in Supply Chain Management, Logistics, Business Administration or related field.
• 5+ years relevant experience.
• Good collaborator and influencer with effective interpersonal and analytical skills who is able to work seamlessly across cultures, organizational units and suppliers.
• Ability to roll out supply chain policies and SOPs
• Solid knowledge and understanding of practical Supply Chain procedures.
• Strong organizational, interpersonal and communication skills.
• Strong computer competency with word processing, spreadsheets, databases
• Willingness to participate and contribute as a team member, under challenging working and living conditions.
• Able to work effectively in a highly matrixed structure
• Demonstrated ability to handle sensitive situations diplomatically and possess strong communication skills.
• Ability to travel to other IRC field sites and province field project sites to promote safeguarding awareness through training and orientations.
• Fluency in Pashto, Dari, and English
• Computer skills (including MS Word, Excel, Access, and internet) an advantage.
• Ability to work closely, professionally, and constructively with all others regardless of nationality, ethnicity, gender, religion, race, tribe, or cultural background.

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