Fleet Field Manage

General Description of the Programme:

GOAL has been working in Syria since 2013, responding to the acute needs of conflict-affected communities. GOAL is working in Idleb Governate, both through direct implementation and through partners, delivering food, non-food programming to highly vulnerable populations, and provision of Water, Sanitation and Hygiene (WASH) through support to Water units, as well as emergency support to recently displaced households.

GOAL has been working in North Aleppo Governate since 2019, through direct implementation and through partners, delivering food, non-food programming to highly vulnerable populations, as well as emergency support for recently displaced household.

Job Purpose:

To support the effective operation of the GOAL Syria Fleet Department and related programme activities by overseeing and coordinating the GOAL Syria fleet of hired vehicles and drivers, in accordance with GOAL policies and procedures. The Fleet Manager is responsible for maintaining a system of planning and controlling to ensure an efficient, donor compliant and effective transport operation is in place.

Key Duties:

• Fleet Management:

  • Ensure all GOAL Fleet Management policies and procedures are implemented and all relevant paperwork is completed and recorded for donor compliance;

  • Maintain a GOAL Syria Fleet Register of all hired vehicles , drivers and generators ;

  • Ensure that all vehicles and generators are fit for purpose, prioritising the safety of GOAL staff;

  • Oversee/Maintain a schedule for periodical and preventative maintenance for all GOAL vehicles and generators and ensure service and maintenance is carried out according to the schedule;

  • Supervise the presence of full safety and repair equipment in all the vehicles according the list in the logbook;

  • Monitor the fuel consumption of all vehicles and generators in the monthly vehicle report (Monthly Fleet Report) and send the figures monthly to the DFSC and LC.

• Team Management :

  • Initiate corrective programmatic actions/problem solving if and when needed.

  • Providing the required support / leadership for the fleet staff.

  • Promote a learning and dynamic environment that facilitates two-way learning to fleet staff .

  • Conduct Mid term appraisal performance to fleet team .

  • Following up the implementation of the standard procedures in vehicles : cleaning and safety .

• Transport management:

  • Support the coordination of all vehicle movements in Syria between GOAL ‘offices in Idlib and field locations, in accordance with all GOAL procedures;

  • Ensure that there is an efficient system of vehicle booking (daily, weekly, late, individual vehicle) in place, in order to accommodate staff requests and programme needs;

  • Ensure all planned movements are tracked daily on planning board, and filled in at all times;

  • Liaise with Warehouse Team and Programme Teams to coordinate all movement of trucks from all warehouses to and from distribution areas;

  • Manage road transport contracts and submit fortnightly payment forecasts to DFSC and LC;

  • Collect and collate Good Recipe Notes (GRN) , CCRs , as proof of delivery for road transport contracts;

  • Coordinating with Procurement team for preparing payment request forms (PRF) for contract payments; and

  • Monitor performance of contacted transportation companies and report any issues to the DFSC and LC.

• Driver Management:

  • Ensure all drivers hired by GOAL have a valid driving permit for the class of the vehicle that they are driving;

  • Ensure that a rotation schedule for drivers and duty drivers in the Goal Syria program is in place and followed;

  • Supervise the planning of breaks and leave of all drivers, ensuring that drivers receive adequate rest and there are sufficient drivers on duty at any given time to avoid interruption to services and programme activities;

  • Ensure that all drivers perform their duties according their contracts with GOAL . E.g. cleaning of cars, performing daily/weekly checks, good and responsible driving behaviour;

  • Ensure that all GOAL Standard Operating Procedures (SOP) with regards to safety, security and transportation are implemented and adhered to by hired drivers;

  • Liaise with DFSC / Access team in discipline procedures and addressing issues related to drivers, in accordance with GOAL policy .

• Communication :

  • Ensure high communication between fleet staff with all other staff in GOAL to achieve best transportation services provided .

  • Communicate with other departments on regular basis to provide transporting service .

  • Coordinate with other departments for the needs of vehicles .

  • Coordinating with senior management , line manager and procurement to hire new vehicles when needed .

  • Ensure that all movements in the filed are done safely in coordination and communication with C & T team .

  • Ensure high communication and coordination of Fleet staff with Access Team

• Reporting:

  • Prepare a detailed monthly vehicle and generators reports and submit by the due date to the DFSC and LC ; and

  • Ensure that incident reports are completed for any minor/major transport or security incidents and submitted immediately to the DFSC , FSC , LC , Access Coordinator and Area Coordinator .

• Other Duties:

  • Implement improved systems and procedures for fleet, transport and driver management, as directed by the DFSC and LC ;

  • Any other duties, as directed by the DFSC , FSC and LC , to support the effective operation of the GOAL Syria Logistics Department and related programme activities; and

  • All positions in GOAL Syria Logistics Department/s may at times require manual handling and lifting.

Requirements (essential):

• Complete university degree (or minimum third-year university education in Mechanical engineering , Business administration or other relevant fields with additional two years of specialized experience in Fleet or transportations services ) .

• At least five years previous work experience in Fleet or transportations services 2 of which have been in INGOs or NGOs

• At least one year previous work experience in vehicles procedures and shipments .

• Basic knowledge of vehicle management and maintenance;

• Good administration skills;

• Good inter-personal skills, with a proven ability to coach and train others;

• Ability to understand and implement organisational and donor policies;

• Good time management, prioritisation and planning skills;

• Ability to manage and prioritise a varied workload in a in a rapidly changing work environment;

• A flexible approach to work and willingness to take on extra duties, work additional hours or on weekends as required;

• Trustworthy and honest;

• Willingness and ability to undertake some travel for work purposes, as required; and

Requirements (desired):

• at least one years previous work experience in vehicles management and drivers management .

• At least three previous experience in team management

• Good level in English in speaking and writing .

• Strong computer skills in Microsoft packages, including Excel, Word, and Outlook (particular emphasis on Excel)

• Diplomacy and negotiation skills.

• Writing reports skills .