Location: Addis Ababa, Ethiopia
Company: Plan International
Job Description
THE ORGANIZATION
Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children. We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. We have been building powerful partnerships for children for over 85 years, and are now active in more than 75 countries.
role PURPOSE
The position holder will be responsible to provide assistance in managing fleets and generators in the country office as well as providing support to program areas under the direct supervision of Logistics Coordinators in order to ensure effective and efficient program implementation.
Accountabilities and MAIN WORK ACTIVITIES
Fleet Operation: (30%)
- Handel vehicle requests
- Schedule and Allocate timely available vehicles timely
- Communicate the allocated vehicles to the requesters and drivers
- Process movement requests
- Allocate drivers / assets
- Alert on fleet asset issues
- Plan and optimize movements
- Record and document all fleet costs
- update and document all fleet costs (paperwork and FMS)
- Maintain fleet file records (rental and owned)
- Carryout fleet cost recovery for pool fleet
Safety and Security: (20%)
- Ensure all drivers are trained and aware of new policies and steps to maintain safety and sec
- Ensure valid driving license for all drivers
- Capacity building with drivers
- Ensure valid driving license for all drivers
- Escalate any significant fleet risks to the supervisor
- Ensure all vehicles are appropriately equipped
- Conduct rental vehicle inspection, provide and fill inspection report.
- Ensure the daily and before long distance travel inspection of PIE vehicles
Vehicle Technical Inspection (10%)
- Conduct rental vehicle inspection, provide and fill inspection report.
- Ensure the daily and before long distance travel inspection of PIE vehicles
Vehicles and Generators Maintenance Follow-up (15%)
- Ensure all vehicles & generators are maintained and inspected on time according to manufacturers’ guidance and operations. Arrange any repairs, defects, or break downs
- Provide technical support for field offices
- Perform a timely booking at garage for vehicles maintenance for all vehicle PIE in coordination with CO Logistics Coordinator and Regional Logistics Coordinator.
- Conduct an effective follow-up on the timely completion of vehicle maintenance and processing payment based on the contractual agreement with the garage.
- Conduct the strictly follow up on the quality of services rendered and spare parts changed against standard and service agreement.
- Assist the logistics team in identifying dependable garages, developing TOR, developing Technical Garage Evaluation Criteria, developing mandatory requirements for selection of reliable garages.
- Ensure the timely maintenance of generators in the CO as well as the in the program areas
- Perform the claim of the vehicle maintenance service providers in case vehicles face technical problems shortly after they are discharged/released from the garage according to the service agreement
Annual Technical Inspection and Insurance Policy Renewal (15%)
- Conduct the follow-up of the annual insurance policy expiry date for all the vehicles
- Process the insurance policy renewal periodically and effect premium payment
- Distribute the copy of the insurance documents and the sticker for the 3rd party insurance to Program areas
- Collect timely the vehicle accident reports and fill the accident and insurance claim form of the insurance company and submit timely as per the policy requirements
- Communicate the insurance company in case of vehicle accidents to mobilize a crane and inspectors timely
- Coordinate with the insurance company for the maintenance of the vehicles after accidents and collection of proforma invoice from PIE side
- Perform the follow-up of the quality of the vehicle maintenance and timely completion of the work and deploying of the vehicle unless total damage occurs
Periodic Reporting and Vehicle Filing (10%)
- Input data in FMS (fuel, maintenance, incidents…)
- Produce quality monthly vehicle maintenance report that indicates the cost of maintenance, number of vehicles maintained.
- Prepare timely and quality monthly service provider performance report in terms of quality service, quality spare parts, timely completion of different vehicle services types
- Prepare timely monthly generator maintenance report
- Produce the required monthly narrative report on vehicle insurance claim, insurance policy renewal, and annual vehicle inspection
- Prepare timely monthly rental vehicle inspection report
- Maintain properly comprehensive vehicle files for all PIE vehicles with proper labelling for quick access
Team Management (10%)
- Lead, motivate, and manage staffs under supervision to fulfill their responsibilities /duties.
- Responsible for performance management of team
- Capacity building of the team
Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)
- Understand and put into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC).
- Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.
- Ensure that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.
Technical expertise, skills and knowledge
QUALIFICATIONS AND EXPERIENCE REQUIREMENTS
Qualifications/Experience Essential:
- BA Degree or Diploma in Auto Mechanics, as Logistics and Supply Chain, Fleet Management or any other related field
- 3 -5 years of relevant work experience in areas of vehicles and generator management preferably in NGO environment out of which 1 year at supervisory level
- Sound analytical and problem-solving capability;
- Ability to influence others’ behaviour through effective relationship building; through current knowledge and understanding of relevant policies, frameworks etc.
- In-depth knowledge of project processes, procedures, and systems
- Valid Driving License is required
Qualifications/Experience Desirable:
- Demonstrable experience in vehicles and generator maintenance, vehicles technical inspection preferably in INGO environment
- Demonstrable driving experience
Languages Required:
- Basic working language in English language is essential
- Knowledge of local languages is a desirable
Location: Addis Ababa
Type of Role: Supply Chain and Administration
Reports to: Supply Chain and Admin Coordinator
Grade: C2
Closing Date: 16 October 2022
Equality, diversity and inclusion is at the very heart of everything that Plan International stands for.
We want Plan International to reflect the diversity of the communities we work with, offering equal opportunities to everyone regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.
Plan International is based on a culture of inclusivity and we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.
We foster an organisational culture that embraces our commitment to racial justice, gender equality, girls’ rights and inclusion.
Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. This means that we have particular responsibilities to children that we come into contact with and we must not contribute in any way to harming or placing children at risk.
A range of pre-employment checks will be undertaken in conformity with Plan International’s Safeguarding Children and Young People policy. Plan International also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this scheme we will request information from applicants previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.
Please note that Plan International will never send unsolicited emails requesting payment from candidates.