Vehicle Fleet Officer

Vacancy Announcement:

Position Title: Vehicle Fleet Officer
Reporting to: Logistics Manager
Reporting to this post: Office Drivers, office mechanic, technical guidance to field drivers
Duty Station: Juba, with frequent travel to field sites

Introduction
Danish Demining Group (DDG) is an international NGO and a part of the Danish Refugee Council. DDG has been operating in South Sudan since 2006 in the sectors of Humanitarian Mine Action and Armed Violence Reduction. We currently have offices in Juba and Torit and we are expanding our programme in other areas in South Sudan. The vehicle fleet consists of approx 20 field vehicles (4x4), several motorbikes and a truck.
Purpose of the Vehicle Fleet Officer:
The Vehicle Fleet Officer will play a key role in ensuring the smooth running of DRC/DDG’s vehicle fleet in South Sudan. The specific tasks that must be performed are outlined below:

Detailed objectives

Objective 1 : Routine maintenance and tasks:
Activities :
 Oversee routine maintenance for all DRC/DDG vehicles as will be agreed with the Logistics Manager according to the monthly maintenance schedule of
 Setup and maintain maintenance schedule for each vehicle.
 Collaborate with the base logistician to incooperating the maintenance schedule into the weekly movement plan.
 To ensure that all the vehicles are maintained on time
 Maintain electronic and paper-based vehicle records for vehicle usage, fuel management, running costs, maintenance, registration etc
 Help assign duties and work schedules to drivers ensuring they carry out regular vehicle checks and maintain vehicle-based records
 Conduct periodic checks on vehicles for malfunction and damage and report same to Logistics Manager (LM)
 Ensure all vehicles have functioning radios and other appropriate equipment including first aid kits
 Maintain schedules for regular vehicle maintenance, renewal of logbooks, insurance etc
 Liaise with private garages over vehicle maintenance
 Ensure high standards of driving and vehicle safety, carrying out periodic training as needed
 Liaise with LM and Logistics Assistant over procurement and stocking of vehicles spares
 Uphold and implement relevant DDG/DRC policies and procedures
 Occasional driving duties, as required and other logistical duties as maybe required by directed by the Logs. Manager

Objective 2 : Repair damages
Activities :
 Conduct mechanical examination to ascertain the real problem on the vehicle.
 Prepare a maintenance and repair form to conduct the repair work
 Comment on the factors responsible for the problem(s) indentified.
 Recommend on preventive measures to avert future similar problem in the future
Objective 3 : Preventive Checks
Activities :
 Prepare in collaboration with the Logistics Manager a weekly preventive check for each vehicle
 Ensure in collaboration with the Logistics Manager to incooperate the weekly schedule into the weekly movement plan.
 Conduct weekly checks on each vehicle and submit report on status to the Logistics Manager.
 Ensure to work with the drivers when conducting the weekly routine checks
Objective 4: Daily Routine Check
Activities:
 Ensures that the vehicles are properly checked on a daily basis by the drivers.
 Take into consideration any problem discovered during the daily routine check
 Prepare maintenance and repair form for any work to be conducted due to any mechanical problem.
Objective 5 : Field Trips
Activities :
 In collaboration with the Logs. Manager ensures that the vehicles are equipped with the appropriate off-road recovery tools.
 Conduct quick check whenever the vehicles return from field areas where the roads are terrible.
 Always prepare and be ready to go on a rescue mission whenever a mobile is stock in the field.
Objective 6: Spare part management
Activities :
 Manage the spare part stock of the organization
 Prepare and submit monthly spare part stock report to the Logistics Manager
 Ensure that all the spare parts costs are recorded in the maintenance and repair
 Ensure that there is a maintenance and repair form for each maintenance and repair work conducted on the vehicle and that each vehicle has a file located in the Logistics Office.
Objective 7: Reporting
Activities :
 Monthly spare stock report to the Logistics Manager
 Report on weekly and monthly maintenance and repair work for all the vehicles.
 Produce monthly analysis of vehicle mileage, fuel consumption etc
Objective 9 : Safety Rules and Precautions
Activities :
 Ensures maximum restriction around the workshop area whenever maintenance and repair work is in progress.
 Only authorized personnel are allowed around the work area.
 Keep the work area clean and tidy by gathering all worn-out parts from sight
 In collaboration with the Logistics Manager, properly dispose all worn-out parts after the approval of the Logistics Manager and/or Programmer Manager
Objective 10 : Spare part procurement
Activities :
 The mechanic should be involved in all spare parts purchases.
 The mechanic should ensure that part numbers are provided for each part to ensure the right parts is procured.
Objective 10 : Meetings
Activities :
 The mechanic should attend the weekly logistics meeting with the Logistics Team
 During the meeting he should give an update on each car which determines the movement planning for the week.
 He should give comment the way the vehicles are being handled by the drivers.
QUALIFICATIONS
Education and special skills:
• Experience of working in humanitarian relief/development sector in the field in a similar role
• Diploma in auto mechanic.
• At least three (3) years practical experience in the field.
• Reporting skills
• Reporting Skills, basic working knowledge of Computer, particularly Word and Excel Computer skills.
• Excellent communication and leadership skills
• Willing to work occasional evenings and weekends.
• Must be a Sudanese national
• Must hold a valid Sudanese driver’s licence
• Willing to travel to field locations through out South Sudan where DDG/DRC work.







APPLICATION PROCEDURE
Suitably-qualified applicants are invited to submit a CV and covering letter to the following email address by 17.00 on Tuesday, 14th February, 2012: hro@ddg-southsudan.org
alternatively deliver a hard copy to our office in Hai Malakal Juba quoting the reference Application for Vehicle Fleet Officer
Names and contact details of 3 professional referees should be provided.

This is an urgent position and short listing will start as soon as applications are received.
Only short-listed applicants will be invited for interviews