Overview
This role assists in planning and allocating vehicles, supporting coordination and documentation of rental vehicle contracts, and contributing to incident and accident reporting processes. It also supports logistics, administration, and fleet operations.
Key Responsibilities
- Assist in planning and allocating vehicles (owned and rented) based on program needs and movement plans.
- Maintain vehicle logbooks and monitor usage, fuel consumption, and maintenance schedules.
- Support in coordinating rental vehicle contracts, maintaining proper documentation, insurance, and driver compliance.
- Process payments for rental services, aligning with contract terms and donor requirements.
- Support incident and accident reporting procedures and confirm documentation is filed and shared appropriately.
- Utilize the Fleet Management System to track vehicle movements, fuel usage, and maintenance schedules.
- Track all fleet assets and update records in the system.
- Monitor driver compliance with safety, licensing, and operational protocols.
- Encode and validate fuel data entries for accuracy and completeness.
- Track and report vehicle maintenance activities, confirming timely servicing and repairs.
- Support in monitoring fleet Key Performance Indicators such as utilization, cost efficiency, and downtime.
- Collaborate with the Supply Chain Manager to analyze fleet performance and implement corrective actions based on trends.
- Support lease management for office premises, ensuring timely renewals, compliance with lease terms, and coordination with landlords.
- Assist in maintaining facility standards, including utilities, repairs, safety equipment, and cleanliness.
- Track and report facility-related expenses and support budgeting processes.
- Support in ensuring compliance with health, safety, and safeguarding standards in all facilities.
- Assist in accommodation booking for staff and visitors, ensuring timely and cost-effective arrangements.
- Oversee settlement of telecommunication and utility bills, ensuring accuracy and timely payments.
- Follow procedures outlined in Plan International’s Supply Chain Operations Manual and Fleet Manual during logistics activities.
- Maintain complete and audit-ready documentation for fleet, warehouse, and asset transactions.
- Support donor reporting requirements by providing timely and accurate logistics data.
- Communicate Plan’s Non-Staff Code of Conduct and safeguarding policies to suppliers and service providers and monitor adherence during service delivery.
Required Experience
- Minimum 3 years relevant work experience in areas of vehicles, generator management, and involvement in the supply management of both emergency and development programs, preferably in NGO environment.
- Familiarity with fleet operations, warehouse procedures, and asset tracking systems.
- Experience managing rental vehicle contracts and facility leases is highly desirable.
Qualifications
• Education at Diploma in fields such as Logistics, Supply Chain Management, Business Administration, Management, Office Administrative Services Management, Economics and any other related field
