Coordination – FLEET MANAGER

Position status:  Fix term contract for 1 year (Renewable based on Budget availability and performance)

Location: Sana’a – Coordination office.

Doctors Without Borders / Médecins Sans Frontières (MSF) is an international, humanitarian, non-governmental organisation providing assistance to people in need as a result of natural and man-made disasters, irrespective of race, religion, ideology or politics.

Main Purpose

Planning, coordinating and monitoring all logistics activities in the project related to fleet and motorized equipment management, both in the capital and the field, according to MSF  standards and protocols in order to have the vehicles and equipment in optimal running conditions

Accountabilities

• In collaboration with the LogCo / Technical LogCo, planning, establishing and reviewing the fleet and motorized equipment management in the mission/project including its annual budget, in order to identify and  prioritize operational needs and objectives of the mission
• Monitoring and ensuring the implementation of the fleet and motorized equipment management activities in the mission ensuring compliance to MSF standards, protocols and procedures This includes the following:   
  • Implementing the specific procedures to ensure and to monitor that the vehicles and other motorised equipment (generators, pumps, etc.) inventory, documentation and first aid kit are inspected on a monthly basis by the responsible driver; that maintenance services (A, B, or C) are done on time and fully recorded in the vehicle logbook and to rationalize the use of fuel and other consumable items
  • Carrying out technical evaluations of all the hired vehicles, engines and transport companies, drawing up the necessary documents (contracts, etc.) in order to ensure the transportation services between the capital and the field.
  • Drawing up, in collaboration with the LogCo or Technical LogCo, an annual order for spare parts, and identify potential local providers (for spare parts, fuel and lubricants) in order to efficiently ensure maintenance activities of the fleet and motorised equipment. Together with the Supply Manager, organizing the storage of spare parts as well as the supply processes in order to ensure a quick lead time
• In collaboration with the LogCo / Technical LogCo and the HRCo, participating in the planning and implementation of  HR associated processes (recruitment, training, briefing/debriefing, evaluation, detection of potential, development and communication) of the staff under his/her responsibility in order to ensure both the sizing and the amount of knowledge required to correctly perform all logistics activities pertaining to his area
• Ensuring technical support and providing coaching and training to all drivers to ensure they adhere to all MSF driving rules and regulations, take good care of their vehicles, prevent damage, perform routine maintenance activities and fill in the vehicle logbook with all relevant information. Providing supervisor advice on vehicle insurance in the mission in order to find the most efficient coverage
• Participating in monthly reports according to guidelines (SitRep, Logistics Statistical Report, etc.)
• Performing delegated tasks according to his her speciality and as specified in his/her job description 

MSF Section/Context Specific Accountabilities

• Creating a service department within the company or appointing an external auto-service center to handle the maintenance of the vehicles and the supply of spare parts for the mission and projects. 
• Follow up all related maintenance of the vehicle with TOYOTA workshop and prepare their payments. 
• Follow up/support the projects with fuel stock management. 
• Participate in planetry health projects and reccomendation related to Fleet management. 
• Follow up with the plan for overhauling of the Generators fleet for the mission with the agencies, liase and follow up all stages of the repair including contract and payment. 
• In a bid to manage time effectively, he/she negotiates a strict vehicle-servicing time limit with the auto-service center(s).
• He/she makes sure that the vehicles are serviced regularly for projects and coordination in order to keep up with deliveries, hence maintaining or even surpassing expenditure of the fleet.  
• He/she makes use of GPS systems to know the location of vehicles, follow up with the company for their regular check and maintenance to the system, responsible for following up their payments, ensure Field staff are well trained in that. 
• The manager’s functions also involve creating and managing fleet policies and/or procedures, which include assigning vehicles to drivers and managing accident reports.
• Work closely with Head of drivers and Log supervisor/Managers to improve their skills in Fleet management. 
• Respnsible to follow up of chassis repair for the Fleet, rehabilitating vehicles to become Ambulance, follow up all related contract/payements with the external workshop.

Requirements

Education    

• Minimum 3 years diploma. University degree in Fleet management or mechanic is desirable.

Experience    

• Minimum of 3 years’ experience in Fleet management or Logistics (Essential: Management of transportation, vehicle and generators), MSF experience is desirable.  

Languages        

• Fluency in Arabic and English is essential.

Knowledge    

• Computer literacy (MS Office).

Competencies    

• People Management and Development
• Commitment to MSF Participles 
• Behavioural Flexibility
• Results and Quality Orientation
• Teamwork and Cooperation