Job Title: Supply Chain Clerk – Fleet and Transport
Band / Level / Grade: 9B
Department: Supply Chain
Location: Aden
BACKGROUND: The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.
The IRC responds to people’s acute and longer-term needs with integrated programs that improve health and safety, prioritize children’s education, foster economic wellbeing, and empower communities to regain control over their lives. Our work gives rise to some of the most pressing issues facing contemporary humanitarian action, including questions of access, conflict sensitivity, coordination, and impact.
The IRC Yemen began its programs in October 2012. Since establishing its presence in the South of Yemen, in the Red Sea Coastal city of Aden, the organization has grown from just an implementing small project to handling large scale emergency and relief operations. Following the war which broke out in Yemen in March of 2015 and the humanitarian disaster, which was crafted by the same, IRC launched one an emergency response program in the southern governorates of Aden, Lahj, Abyan, Shabwah and Aldalea. Currently IRC Yemen is operating in eight governorates in the south and north of Yemen and Sana’a and Hodeidah in the North through direct programming and through local partnerships, in Health, WASH, Nutrition, Economic Recovery Development, Education, Child Protection, Gender and Women Protection and Empowerment.
The International Rescue Committee (IRC) have been working in the Middle East and North Africa (MENA) for more than forty years. Today, the IRC has more than 2,200 staff working across the region, including in Iraq, Jordan, Lebanon, Libya, Syria, and Yemen to support those affected by some of the world’s most complex and protracted humanitarian crises.
SCOPE OF WORK:
The Fleet and Transport Clerk is responsible for the efficient coordination and management of all transport, fleet, and equipment management functions for IRC’s Aden Office. The position will also be responsible for the standardization of policies and good fleet management practices across all the field sites and will require regular travel to provide technical support to the field-based fleet management staff.
JOB SUMMARY:
Fleet and Transport Clerk should assist management in adhering to IRC fleet management standards. prepare and manage fleet movement schedules and Ensure vehicles comply with regulations, conduct regular roadworthiness checks, oversee maintenance and repairs, and monitor driver compliance with safety measures and schedules while optimizing fuel consumption.
He/ She Ensure generators operate within guidelines, and monitor fuel usage, Reporting incidents, capture fleet data for management reports, Ensure staff compliance with IRC Fleet policies, and support adherence to policies and procedures.
WORKING RELATIONS:
Reporting to: Supply Chain Logistics Manager / Fleet and transport officer,
Position directly supervises: Drivers.
Internal: Regular relationships with program staff, Operations and country Supply Chain staff at all levels.
MAIN RESPONSIBILITIES:
A. Logistics Management
You will:
- Work with the Supply Chain Coordinator and Supply Chain manager to analyses operational / programs needs for transport and plan appropriate fleet size.
- Prepare and manage Fleet movement plans including Vehicle scheduling and Requisition process
- Ensure the implementation of IRC fleet management standards.
B. Vehicle management
You will:
- Work with Fleet officer to ensure that vehicles are properly registered and have TPL insurance according to the rules and regulations of the country.
- Establish mechanisms to check that vehicles are roadworthy at regular intervals.
- Support Fleet Officer to 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.
- Oversee and ensure Drivers Compliance to drivers’ safety and security measures and adheres to their planned Secludes and.
- Manage vehicle safety by ensuring that safety procedures are adhered to by all vehicle users.
- Monitor vehicle fuel consumption and identify innovative ways to reduce fuel consumption.
- Maintain up to date vehicles document including the insurance and drivers documents as per IRC standard.
- Maintain up to date and properly organized archiving system (Soft and hard) for all transportation documentation.
C. Generator Management
You will make sure:
- Generator Operation is done in accordance with the operation guidelines and procedures
- Generators are maintained in good working conditions in accordance to IRC generator maintenance and Repair policy
- That generator fuel consumption is well monitored and identify innovative ways to reduce fuel consumption
D. Reporting
The position holder will:
- Report traffic crashes and vehicle incidents and conducts crash 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
- Analyze the data, and prepare and submit accurate Fleet and Asset reports to supervisor on time as per donor regulations, including generator performance reporting
E. Legal and Compliance
- Ensure all staff are familiar and comply fully with the IRC Fleet policies and procedures
- Identify, document and timely report any IRC Fleet policy deviations following the mechanism in place for appropriate follow up.
- Promptly Inform the Supply Chain coordinator/Supply Chain Manager / Fleet officer 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.
REQUIREMENTS: (Qualifications, Skills and Abilities):
A. Education:
- Technical education diploma /or equivalent in relevant field
B. Experience:
- Working Experience At least 2 years of work experience in fleet or transport management or logistics in a multi-cultural environment.
- Holder of a valid driving license
C. Skills and Abilities:
- Fluent Arabic written and spoken. Knowledge of English is added advantage.
- Competent with using computers, especially Microsoft Office Word and Excel spreadsheets and Outlook.
- Strong sense of personal integrity
- Attention to detail and ability to multi-task
- Team spirit and problem-solving abilities
- Excellent interpersonal and communication skills
D. Proficiencies:
- Expertise in managing and coordinating vehicle fleets, including maintenance schedules, fuel management, and vehicle tracking.
- Knowledge of fleet safety protocols and ensuring compliance with safety standards.
- Proficiency in maintaining accurate vehicle logs, fuel consumption records, and operational reports.
- Experience in using fleet management software and systems for data analysis and reporting.
- Strong analytical and problem-solving skills to address logistical challenges, vehicle breakdowns, and route issues.
- Ability to handle pressure and manage multiple tasks simultaneously.
Professional Standards
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation
IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, age, marital status, disability or any other characteristic protected by applicable law.
IRC strives to build a diverse and inclusive team at all levels who as individuals, and as a group, embody our culture statement creating a working environment characterized by critical reflection, power sharing, debate, and objectivity for us to achieve our aspirations as a team and deliver the best possible services to our clients.