Country: Sudan
Closing date: 31 Dec 2016
Vacancy reference no.:
VAC-0409
Position:
International Fleet Manager
Place of performance:
El Fasher, Sudan
Contract duration:
up to 3 months (@26days/month)
Starting date:
19-Dec-2016
OVERVIEW OF CTG GLOBAL
CTG support and manage humanitarian projects in fragile and conflict-affected countries around the world. With past performance in 15 countries – from the Middle East, Africa, Europe, Asia and Central and South America – we offer a holistic fabric of project management, implementation and support. Skilled in emergency response to crises such as the Ebola outbreak in West Africa, we have the ability to act quickly (crisis response teams can be on the ground in 24 hours) and to establish structured operations in high-risk environments. CTG recruit and manage qualified, skilled teams with extensive experience operating in challenging conditions.
OVERVIEW OF THE POSITION
To ensure high quality and profitable operation of the division by coordinating the personal, performance, training and service needs of an assigned group of drivers. To motivate and retain drivers in accordance with company and department quality, utilization, and profit objectives. Responsible for the overall Management, strategic planning and oversight of all Fleet Management activities within the Country and co-ordinate Fleet Operations in accordance to the Procedures, Normative Guidelines and Business Rules as set by WFP.
GENERAL FUNCTIONS
Role objective:
• Make certain that down-days are kept to the absolute minimum, after which, taking into consideration serviceability of the trucks, ensure that maximum utilisation is achieved.
• Ensure that established route turn-around-times (expressed in Days / hours) and distances (expressed in kilometres) are within parameters set as well as respecting the established standard night out allowances, notwithstanding abnormal circumstances, such as security.
• Ensure that all trucks are fuelled on time and that fuel consumption figures are constantly monitored and maintained within parameters set and to report any irregularities to immediate supervisor.
• Vehicle maintained in good mechanical condition, limited tyre wear free from any breakages in accordance to standards set by the Organisation.
• Cargo loaded, securely and safely, transported from Origin to destination in a secure dry environment and duly received in a good sound condition at the receiving location.
• Complete all Vehicle administrative documents (Vehicle Log books, Way Bills...) accurately and correctly and in turn, hand them over to Data Entry Clerk on a timely basis.
• Ensure that all staff report on time for duty as per establish established working hours and sign the time sheet prepared for this purpose.
• Ensure that both loading / un-loading times are kept to a minimum acceptable level and to report any abnormal waiting times.
Expected output:
Under the direct supervision of the Head of Fleet the incumbent shall perform the following duties:-
Prepare, Manage and Monitor the higher level strategic Project Planning elements to scope out activities to ensure a smooth efficient Fleet Operation in conjunction with the Logistics Management.
Management & Coordination of the Supply Chain and Materials Management Section encompassing the procurement activities necessary to ensure that all vehicles, Assets, spare parts, Fuel, Supplies and Materials are purchased received, issued, controlled and inventoried for good record keeping & auditing purposes.
Preparation of information for the formulation of a Project Activity Work Plan to ensure a smooth and efficient Transport Operation; monitoring established tasks of the Project Activity Work Plan in accordance to projected schedules and goals set.
Tracks on-time pickup/delivery percentages, out-of-service percentages, miles per month per truck, driver turnover percentages, revenue per truck per week, out-of-route miles, and service failures.
Coordinates drivers' service-related needs to monitor service issues (i.e., permits, service failures etc.) by proactively minimizing and resolving problems.
Recommends and implements appropriate plans for improvement where necessary.
Should be able to provide regular support to the Fleet assigned in all locations by visiting frequently to the trucks physical bases.
Ensure that Drivers / Convoy Leaders carry out their duties effectively in accordance to their Job Descriptions.
Ensure that all the necessary permissions / documentation are promptly obtained from all the relevant Governmental Bodies and respective parties to operate the fleet efficiently.
Responsible for formulation of Convoy’s and Route Planning as well as the updating of Transport Route Matrix.
Ensure that vehicles are adequately tracked both for operational and security purposes by usage of both HF radio Systems. Constantly track and monitor the position of all trucks / convoys using HF/ GPS and report any irregularities to Transport Manager for action as required.
Ensure correctness and registering accurate information onto all documents and responsible to produce timely daily, weekly, monthly, quarterly and Annual Reports.
Liaise with Logistics to obtain Weekly / Monthly Transport Plans to ascertain projected tonnages and measure these against actual tonnages moved.
Ensure all truck related data is provided to FMS (Fleet Management System FleetWAVE) in time. This includes trip-sheets, fuel-sheets etc.
Ensure that all signed waybill copy (delivery receipt) submitted to the COMPAS section in time.
Carry out effective Driver Management to ascertain best / worst performing drivers and implement Bonus Incentive Scheme, to reward those drivers who perform well but also recommend possible disciplinary action against those who don’t.
Responsible for accident Management and to report any accidents within 24hrs to all respective parties in accordance to WFP Normative guidelines.
Develop & Manage Best Practices and SOP-s for efficient Transport Management to maximize performance and monitor this performance through established KPI’s (Key Performance Indicators).
Loss or damage of Cargo, Spares, Tools or Equipment as well as Loss of Fuel in the care of the employee shall be deducted from the salary based on CIF value or Local Market Rate, whichever is prevailing. This can also lead to penalties or dismissal to the Personnel and penalties on the Service Provider or Contractor.
Ensure that any breakdown or trucks stuck are recovered in the shortest possible timeframe and take the necessary action required with all parties concerned.
Ensure that all legal documentation and records pertaining to the vehicles are well maintained and kept and up to date, with emphasis on Insurance and annual inspections.
Ensure that all vehicles undergo regular scheduled preventative maintenance on a timely basis and that all unscheduled maintenance is carried out in the most efficient manner in close coordination of the Workshop Manager.
Liaises with area offices for collecting information and produces Fleet Monthly and Annual reports in a timely manner.
Ensures all Fleet TORs and any NFRs required by the Fleet Management are duly maintained and kept on the common drive for the Fleet team reference.
The SM required travelling occasionally to the area offices to support them with any technical or administrative assignment; as required by the Head of Fleet.
Liaise with Administrator and ensure that there is an adequate pool of fully trained drivers ready for service to replace drivers who are unable to work or on leave cycle.
Will perform any other duties as requested by immediate Supervisor.
Project reporting:
Will liaise & co-operate with all other WFP employees and especially Outsourcing Company.
Team management:
Convoy Leader(s), Driver(s), Driver Trainer, Fuel clerk(s)
ESSENTIAL EXPERIENCE
Education:
§ University Graduate in Mathematics and English as main subjects.
§ Held a higher National Diploma in Transport & Logistics.
Work experience:
§ Minimum of 2 years of demonstrable relevant Transport experience.
Geographical experience:
§ Minimum of 2 years of experience in Africa with local experience in El Fasher is an advantage.
Languages:
§ Fluency in Arabic (essential) and English (desirable).
Key competencies:
Held the position of Traffic Officer, or similar job in a Company / NGO with at least 2 years’ experience gained in the relevant field.
Holder of a valid, clean driving licence in accordance to the vehicle category assigned to drive in accordance to National Regulations.
Two years minimum experience preferably 5 years gained in the relevant driver licence category.
Supervisory skills, good coordination and communication skills, proactive and takes own initiative with limited oversight from immediate supervisor.
Good working knowledge and experience working with Microsoft MS Office Suite.
Proficient in the use of a computerised Fleet Management System (FMS).
Other relevant information:
N/A
How to apply:
Please apply via the following link:
https://recruitmentctg.force.com/xcdrecruit__Site_ExternalPositionDetails?id=a1124000000w09J