Fleet & Transport Support Staff

International Federation of Red Cross and Red Crescent Societies (IFRC)

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality. The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services. The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

Detailed Job description / requirements:

Job description

Job Title
Fleet & Transport Support Staff
Classification Level
TBA
Organizational Unit / Delegation
Logistics Department - Country Delegation Nepal 
Immediate Supervisor’s Title
Senior Logistics Officer
Technical Manager’s Title (if applicable)
Regional Senior Fleet Officer
Number of Technical Reports (if applicable)
4
Number of Direct Reports (if applicable)
3
Number of Indirect Reports (if applicable)

Organizational context (where the job is located in the Organization)

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian network, reaching 150 million people each year through its 192 member National Societies. The Organization acts before, during and after disasters, crises and health emergences in order to meet the needs and improve the lives of vulnerable people. Our work is guided by seven fundamental principles (humanity, impartiality, neutrality, independence, voluntary service, unity and universality), policies and by Strategy 2030, which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the coming decade. The IFRC Secretariat has a decentralized structure: five regional delegations (each with several country cluster delegations and country delegations reporting to it) covering the globe and responsible for frontline delivery through National Red Cross and Red Crescent Societies, backed by the Secretariat HQ based in Geneva.

The IFRC is currently present in Nepal through a Country Delegation (CD - first established in 1965 with a presence through regional representation at times), providing support to Nepal Red Cross Society (NRCS) programmes and capacity building. The longer term mission of the Nepal Delegation is to facilitate organisational growth, technical capacities, partnerships and resource mobilisation that enable Nepal Red Cross Society to deliver on its humanitarian mandate in the country through the provision of technical support, advocacy, representation and coordination functions, in accordance with Strategy 2030 and annual Operational Plans.

The IFRC’s Global Logistics Service (GLS) is a core function supporting the IFRC humanitarian action. The GLS operates on a cost-recovery basis and has a global network including: 

  • a headquarters based GLS management in Geneva
  • a GLS office in Dubai
  • four zonal logistics units located in Panama, Kuala Lumpur, Nairobi, and Beirut
  • logistics hubs
  • country-based logistics set-up 

Link to the IFRC website: www.ifrc.org

Link to the GLS web pages: www.ifrc.org/logistics

Fleetwave.ifrc.org 

Job purpose

To manage all IFRC fleet (all assets deployed in operation including IFRC and integrated PNS resources at a country level in-line with Global Fleet Policies & Procedures and Fleet Manual as well as other guidance, standards and processes to ensure a high-quality service provision that meets the needs of the Federation and service users with objectives of safety, environment and fleet management.

Job duties and responsibilities

  • Promote the Federation’s fleet management services and VRP to National Societies within the country including access to the VRP and purchasing services, Fleet Wave, end-of-life disposal, management, etc.
  • To be responsible that vehicle fleet is optimized in its size, vehicle models, utilization, running operational costs and is used as per set rules and regulations described in Fleet Manual. 
  • To ensure timely, accurate and correct data entry into the fleet management system and to maintain vehicle fleet files with containing documentation with records of mileage, fuel, maintenance and repairs, accidents, and financial information as per Fleet Manual and set procedures. 
  • To plan, allocate and co-ordinate local driver resources to ensure the most effective use of their time and the efficient delivery of transport services using available resourcing and route planning tools as appropriate to minimize the costs of such resources.
  • To provide support in testing, training of national fleet management staff, volunteers, and National Societies (NS) to improve the management of quality and cost effectiveness of fleet management operations, promote adherence to best practice principles and compliance with all relevant regulation, legislation and IFRC Fleet Manual 
  • To ensure that the necessary information related to transport/fleet management is effectively shared and communicated to the Sr. Logistics Officer and all other relevant IFRC functions e. g. on driver/vehicle movements/fleet performance/driving safety and accidents
  • Ability to focus and identify high Risk areas and put in place risk management control measures 
  • To support the Country Sr. Logistics Officer in managing, evaluating, and reporting upon fleet management activity/performance to verify the meeting of delivery and quality targets, in-line with GLS and country strategies, and accurate and timely cost information to enable the full recovery of all relevant cost from internal/external service users.
  • Ensure efficient dispatch of fleet resources to meet program needs in line with standing IFRC fleet manual guidelines ensuring optimum resource utilization
  • Managing Fleet Assistant, dispatchers, and drivers, providing training, coaching and mentoring as well as all HR related tasks including leave planning, discipline and staff appraisals
  • Work as the main focal point and liaison with all other departments, external and internal stakeholders in all matters relating to the operations of the Federation vehicle fleet
  • Inspecting vehicles and ensuring fleet assets are kept in a serviceable condition in line with fleet manual as revised
  • Timely scheduling vehicles servicing and working closely with service providers to ensure correct and cost-effective repairing and servicing of vehicle assets
  • In cooperation with the Service Workshop manager coordinates the inspection, servicing, maintenance, and repair of all vehicles as per policies and procedures. Identifies and recommends where the vehicle condition may impact safe operation and takes remedial action. Authorizes additional repairs as required.
  • Managing the effective usage of fleet assets logbooks and monitoring the daily, weekly vehicle inspections and vehicle cleaning by drivers and dispatchers
  • Preparing and obtaining approvals for all transport mission requests and ensuring the appropriate vehicles and drivers are used 
  • Preparing and providing driver per diems for mission movements work advances.
  • Providing Fleet data required for accurate fleet reporting including fleet asset fuel usage, distances travelled and service and maintenance costs
  • Prepare fleet reports as required by the IFRC Country Delegation providing accurate and timely information key for forward planning
  • Prepare monthly fleet report on maintenance, fleet utilization and reconciliation information and data from the Fleet Wave reports and submit to the Sr. Logistics Officer, according to deadlines.
  • Provides critical analysis and evaluation of Fleet Wave data to assist Sr. Logistics Officer with decisions and recommendations on maintenance, servicing, repairs, insurance, disposal and reallocation of vehicles and other motor assets 
  • Work closely with NRCS, PNSs and other stakeholders in ensuring close collaboration in fleet management related issues
  • Developing and delivering training to dispatchers and drivers to improve their capacity as well as raise their productivity
  • Prepare documents on import and export requirements of IFRC Country Delegation and its PNSs such as relief items, training kits, vehicles, personal effects, and any other items that is deemed necessary by the Country Delegation.
  • Coordinate with supply chain stakeholders to ensure the IFRC shipments are shipped and delivered safely and efficiently on time.
  • Liaise with Government entities MOFA, MOHA, MOF etc. to ensure that the duty exemption facilities are granted for IFRC consignments.
  • Support Sr. Logistics Officer in procurement process of IFRC purchased for internal and development usage.
  • Support Sr. Logistics officer in preparing the monthly logistics reports and circulate with necessary stakeholders.
  • Support Sr. Logistics Officer in maintaining proper files for Procurement, Import/Export and Warehousing elements electronically.
  • Perform any other work-related duties that may be requested by the Sr. Logistics Officer and Finance and Admin Delegate

Position Requirements

EducationRequiredPreferred
Bachelor’s degree in Logistics / Transport Management Qualification 
x
Mechanical trade qualification / Engineering certificate or equivalent

X
ExperienceRequiredPreferred
3-5 years of professional experience in general logistics, including warehousing, transportation, fleet management, customs clearance & procurement
x
Experience in managing and training staff/volunteers

x
Experience of working for a humanitarian aid organisation in a developing country

x
Experience in Fleet and Transport Management within the Red Cross/Red Crescent movement

x
Knowledge and skillsRequiredPreferred
Project management skills

x
Budget and financial management skills

x
Ability to work in a cross-functional environment
x
Excellent communications skills including report writing
x
Ability to work to tight deadlines and handle multiple tasks
x
Proven experience to carry out fleet assessment and set up fleet operation
x
Computer literacy including Microsoft Office
x
Capacity building skills 
x
Valid Local driving license (Four-Wheeler)
x
Languages
RequiredPreferred
Fluently spoken and written English
x
Good command of another IFRC official language (French, Spanish or Arabic)

x
Fluently spoken and written Local Languages
x
Competencies (to be filled in by HR)
Communication
Teamwork
Judgment and Decision Making
Creative and Innovative; National Society and Customer Relation
Communication

Job Overview

Category Logistics / Procurement
Openings 1
Salary Rs. /
Position Type Full Time
Position Level Mid Level
Experience 3+ years
Education Bachelor’s degree
Posted Date 27 Jul, 2022
Apply Before 10 Aug, 2022
City Kathmandu