Regional Fleet Coordinator

Organizational Context Job Purpose

Reporting to the Head, Operational Procurement, Logistics and Supply Chain Services, with technical support from the Global Fleet Unit, the Fleet Coordinator provides the technical lead for Fleet Management to ensure the optimal coordination and direct management of vehicles and drivers required for the effective and efficient implementation of emergency operations in affected countries. The main responsibilities of the Fleet Coordinator are related to Fleet Management regional strategy and priorities definition, supply and management of overall vehicles and transport for the region. In co-operation with the National Societies / Federation delegations of the region, ensuring the efficient, effective and safe transportation of personnel and goods for the operation. Providing Fleet Management support in the training and capacity building of National Red Cross or Red Crescent Societies in the region.

Job Duties and Responsibilities

Strategy

• Provide regional Fleet Management support to Logistics managers in the identification and development of Fleet strategy within Logistics plans.
• Responsible for advising and validating the technical Fleet related matters within the logistics plans.
• Responsible for advising and developing Fleet Management policies and procedures within the context of the operation.
• Responsible for the development, implementation and management of the overall Fleet Management Plan of Action to meet the requirements of the operation’s plans.
• To lead internal relationship building to ensure cross-functional co-operation and integration which minimizes risk and results in high quality technical solutions.

Budget Management Support

• Responsible for the identifying the Fleet related costs and provide budgeting support to the Regional Logistics Coordinator
• Ensuring that the Fleet expenditures are compliant to the procurement processes and finance requirements
• Provide budget forecast for all Fleet activities in the logistics budget.

Fleet Management Coordination

• Overall responsibility for the performance of the Fleet functions within the response.
• In conjunction with the Regional Logistics Coordinator, develop, maintain, update and monitor key indicators of the Fleet Management to meet the operation objectives.
• Liaise and coordinate with the relevant stakeholders regarding the vehicles supplies and transportation services, and keep all parties informed, in a timely manner, of any changes.
• In Coordinate with Global Fleet Unit to act as the IFRC lead within Fleet Management, providing technical expertise and advice across the countries affected by the crisis to enable the delivery of safe and reliable transportation service provision that optimally meets the needs of the IFRC, partners and customers.

Staff Management

• Provide coaching and on-the-job training to national and international staff and volunteers with regards to building capacity at local levels on Fleet Management policies, procedures, systems and accountability to provide sustainable Fleet resource to the National Society.
• Line management of Fleet staff (national or international) as per the Logistics Department organization chart.

Vehicles supply and optimization

Responsibility for meeting the operation’s vehicles and transportation service requirements:

• With the support of the countries Logistics Managers to identify and consolidate the Operation’s vehicles requirements including the needs from the affected countries HNS and PNS operating within.
• With the support of Global Fleet and the Procurement Units to identify the regional vehicles manufacturers and dealership for sourcing adequate vehicles that meets the Operations requirements and meeting the European Standard
• Organize deliveries and transfer of vehicles across the affected countries with the advice of the Security Unit
• Manage all Fleet contracts not limited to vehicles under leasing, loan and purchasing as well the related Fleet services such as registration and insurance, fuel supply, maintenance services, Fleet HR provision. Maintain records and track performance for all Fleet contracts.
• To ensure that the vehicle fleet is optimised in size, vehicle models, utilisation, running and operational costs and is used as per set rules and regulations described in the IFRC Fleet Manual.
• In co-operation with the Regional Logistics Coordinator and Lead Global Fleet to set priorities for the vehicle deployment, operational and exit plans in within Operation scope which includes return of VRP vehicles to Dubai or leasing/loan companies, vehicles re-deployment within country/region or outright purchase for donation to National Societies.
• Review the vehicle situation periodically to ensure that a cost-effective size of fleet is maintained, and that the vehicle fleet is making optimum use of a pool or allocation system by providing comprehensive case study analyses that enable decision making.

Fleet Management Technical Support

• Responsible for implementing and maintaining IFRC standard practices in accordance with the IFRC Fleet Manual and procedures
• Provide fleet management professional expertise, training, support and guidance to the operation to ensure adherence to best practice principles and compliance with regulation, legislation and the IFRC procedures
• In close cooperation with the Regional Logistics Coordinator and affected countries Logistics Managers to oversee the vehicle usage procedures by the authorized drivers of IFRC vehicles and to provide technical advice on applicable fleet issues that affect overall operation.
• Provide expert support to National Societies to enhance their Fleet management capabilities and capacities to enable a more independent approach to their Fleet management
• Build relationships with internal stakeholders and National Societies within the Operation scope to continually improve the performance (quality, cost effectiveness, etc.) of the Fleet Management services.

Archiving and Reporting

• Ensure that all Fleet documents are filed and archived in a systematic manner for audit trial.
• Receive and analyse Fleet Wave reports in cooperation with the affected countries Fleet Officers and National Societies using IFRC vehicles to ensure that all Fleet data are entered timely and accurately. To co-ordinate and follow up with the Global Fleet Unit support if any incorrect data is entered to Fleet Wave.
• To support the Regional Logistics Coordinator in consolidating and preparing the Fleet Management narrative with technical and KPIs reporting in a timely manner.

Other duties

• Overseeing all import/export and registration of vehicles for the operation
• To liaise with international, government and non-government organizations and collaborate with them where appropriate on relevant vehicular and transportation issues.

Duties applicable to all staff

1. Actively work towards the achievement of the Federation Secretariat’s goals
2. Abide by and work in accordance with the Red Cross and Red Crescent principles
3. Perform any other work-related duties and responsibilities that may be assigned by the line manager

Education

Required

• Degree in Fleet/Transport/Workshop Management or equivalent practical knowledge
• Fleet Management specialist training
• Basic Delegate Training Course or equivalent knowledge

Experience

Required

• 7 years’ experience of managing a mix fleet of at least 100 units in multiple locations
• Experience of managing and supporting staff
• Experience in Fleet and Transport Management within the Red Cross/Red Crescent movement
• Experience of planning and managing budgets
• Experience of writing narrative, analytical and financial reports
• Excellent communication (oral and written) skills

Preferred

• Experience of working for a humanitarian aid organisation in a developing country
• 3 years professional experience in general logistics, including warehousing, transportation, customs clearance and procurement

Knowledge, skills and languages

Required

• Good planning and analytical skills – must be able to identify key information ad evaluates, to set and achieves work tasks, taking into changing demands and plan and prioritize workload
• Strong communication skills – must be articulate, approachable, collaborative, supportive and an active listener, must demonstrate tact and diplomacy
• Sensitive to diversity/can work cross culturally – in particular regarding the position of women in society and the sensitivity around ethnic divides
• Accountability – must take responsibility for decisions and actions, use information appropriately to assess/make informed judgements and/or take action
• Skilled in training, mentoring and coaching individuals and groups, as appropriate
• Capable of influencing and obtaining cooperation of individuals not under supervisory control, as a member of multinational team, and managing remote relationships to achieve results
• Highly motivated, self-starter able to lead a process, engage others and create ownership
• Flexible and willing to deal with ambiguity, changes and challenges
• Willing to travel and operate in a demanding working environment
• Valid international driving license (manual gears)

Preferred

• Excellent skills in networking with other agencies and organizations

Languages

• Required: Fluent spoken and written English
• Preferred: Good command of another IFRC official language (French, Spanish or Arabic)

Competencies and values

Values: Respect for diversity; Integrity; Professionalism; Accountability

Core competencies: Collaboration and teamwork; Communication; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust

Comments

As of 06.04.22 the position is based in Budapest, Hungary and provides support to Ukraine and the impacted surrounding countries. As the operation evolves and security assessments are completed, the incumbent may be asked to travel to any area covered by the operation or to permanently relocate to another location for the duration of the contract

The Federation is an equal opportunity employer.