Turkey: Fleet Officer

Fleet Management· In coordination with Logistics Manager in Antakya and Field Logistics Manager in Harem, design and review fleet management policies and procedures for the programme.

Vehicle Daily and Weekly Planning· Receive movements requests for staff in Turkey and ensure that all movements are managed as best is possible with the vehicles and drivers available.

· Ensure the daily movement board is up to date throughout the day

· Security of all vehicles as GOAL assets. Ensure vehicles are stored in a safe location and under secure conditions at all times.

· Organize all keys and store them in a safe, locked location whenever not in use. Track their allocation and keep duplicates in the office safe

· Responsible for staff safety related to the fleet. For example, ensuring that first aid kits are present in all cars and their contents regularly checked, ensuring that all seats have seatbelts. Make safety guidelines, procedures and regulations available to all staff.

Vehicle Log Book· Check the Vehicle Log Books, for each vehicle on a weekly basis; including

· Vehicle movement sheets

· Vehicle repair sheets

· Daily and weekly check lists

· Analyse each logbook and provide the analysis to the LM along with recommendations on a weekly basis

Driver Management· Develop and manage the driver timetable, using the one driver, one vehicle policy were possible

· Responsible to technically recruit, manage and train drivers.

· Manage the drivers giving support and guidance and demonstrating leadership and continuous team improvement.

· Ensure all drivers have been trained on, understand and have signed the GOAL Driver policy

· Liase with LM to carry out refresher driver training as required

· Chair monthly transport meeting with the drivers, produce the minutes to LM and LC.

Preventative Maintenance· Develop and Manage a Preventative Maintenance Schedule for all GOAL vehicles in Turkey

· Support the develop and management of a Preventative Maintenance Schedule and Frame Work Agreement for all GOAL Generator and assets in Syria

Vehicle Maintenance· Organize and supervise the daily fleet inspection (confirmation documents, equipment, adequate fluids and fuel).

· To coordinate all vehicle repairs and maintenance (as per the vehicle preventative maintenance schedule) in a timely fashion

· To respond all unforeseen repairs on vehicles

· To maintain the vehicle repair logs (as part of the vehicle logbook) following all works

· Ensuring that all drivers maintain a clean vehicle at all times and report all faults

Spare Parts· Support the Fleet Team in Syria in managing all assets spare parts and generator spare parts required.

Fuel Management· Negotiate a fuel purchasing contract with a reliable local supplier with terms and conditions in the interest of GOAL and with sufficient internal controls to minimize the risks of fraud.

· Implementation and management of GOAL fuel control systems. Regularly check the implementation of said system to test for misuse or fraudulent claims

· Ensure that fuel consumption is within expected norms and include this information in the monthly logbook analysis

· Ensure that, where possible, all vehicle are fuelled at the end of each day and that this information is correctly registered in the relevant logbooks and fuel reports

· Support the Fleet Team in Syria in managing fuel supplies for vehicles and generators.

Insurance· Ensure that all vehicles have relevant insurance cover

· Ensure that annual insurance policies are evaluated and paid for on time.

· Responsible, in case of incident, to submit an incident report to LM and to follow up any insurance claims.

· Assist drivers with proper completion of any incident report and follow up action

File Management· Maintain all folders in an orderly fashion, including

· Vehicle Log Books

· Signed Driver Policies

· Vehicle Registration Documentation

· Copies of driver licencing documentation

· Vehicle Insurance documentation

· Maintenance schedule

· Discharge of liability

· Weekly transfer list

· Over time

GOAL’s Standards of integrity· Commit to respect the Standards of integrity.

· Commit to ensure the best implementation possible of the Standards of integrity in his/her work environment.

Other· Undertake other duties that may be determined by his/her manager or GOAL.

Requirements:

• At least 1 year experience working in a supervisory capacity as fleet officer, preferably in a humanitarian or development context. Educated to a minimum certificate level, with specific qualification in Logistics and/or Procurement or qualification in transportation (mechanic, etc);English, Turkish and Arabic
• At least 2 years professional driving experience.
• Knowledge on vehicle management; Good basic knowledge of mechanics and general issues or best practice for effective fleet maintenance. Ability to apply these in an honest and transparent fashion.
• Knowledge in the operations and basic maintenance of Diesel Generators and basic knowledge in general electric installation and maintenance desired.
• Understanding of logistics systems and procedures around fleet management. Organisational skills including the ability to keep up to date and accurate records in different formats (log books, whiteboards and spreadsheets)
• Ability to liaise/negotiate with contractors on repair and maintenance costs
• Experience in management of staff. Ability to command respect from drivers and avoid, through tactful and skillful management, pack mentality and group pressure. Ability to provide leadership and guide a team steadily toward continuous improvement.
• Possession of a valid driving license * Good time management, prioritization and planning skills;
• Ability to understand and implement organizational and donor policies;
• Excellent team-working skills & flexibility under pressure and in response to changing needs.
• Good administration skills;
• Good computer skills (MS Office Package, email);
• Demonstrative ability to write reports;
• Trustworthy and honest;
• Willingness to put in extra hours in extraneous circumstances and emergencies.

Interested?

If you would like to apply for the above position, please send your CV and covering letter to syriajobs@sy.goal.ie ensuring that the job title and location of the role are clearly stated in the subject line of your email/letter. Thank you for your interest.

Note:

GOAL has a Staff Code of Conduct and a Child Protection Policy, which have been developed to ensure the maximum protection of programme participants and children from exploitation. GOAL also has a confidentiality policy*ensuring the non-disclosure of any information whatsoever relating to the practices and business of GOAL, acquired in the course of duty, to any other person or organisation without authority, except in the normal execution of duty.**Any candidate offered a job with GOAL will be expected to adhere to these policies any job offer made is also subject to a**reference check**. GOAL is an equal opportunities employer and encourages applications equally from both men and women.*

This Job Description only serves as a guide for the position available. GOAL reserves the right to change this document.