Logistic Officer-Fleet – Medical Teams International

Logistics, Transport and Supply Chain, Social Sciences and Community

Medical Teams International

• Handel vehicle requests, Schedule and Allocate available vehicles timely, Communicate the allocated vehicles to the requesters and drivers & Process movement requests.
• Allocate drivers / assets, Alert on fleet asset issues, Plan and optimize movements, Record and document all fleet costs.
• update and document all fleet costs, maintain fleet file records (rental and owned), Carryout fleet cost recovery for pool fleet.
• Ensure all drivers are trained and aware of new policies and steps to maintain safety and security.
• Capacity building with drivers.
• Ensure a valid driving license for all drivers.
• Escalate any significant fleet risks to the supervisor.
• Ensure all vehicles are appropriately equipped.
• Conduct rental vehicle inspection, provide, and fill inspection report.
• Ensure the daily and before long distance travel inspection of vehicles.
• Conduct rental vehicle inspection, provide and fill inspection report.
• Ensure the daily and before long distance travel inspection of vehicles.
• Ensure all vehicles & generators are maintained and inspected on time according to manufacturers’ guidance and operations. Arrange any repairs, defects, or breakdowns.
• Provide technical support for field offices.
• Perform a timely booking at garage for vehicles maintenance for all vehicle MTI in coordination with CO Logistics and Field Coordinator.
• Conduct the follow-up of the annual insurance policy expiry date for all the vehicles.
• Process the insurance policy renewal periodically and effect premium payment.
• Distribute the copy of the insurance documents and the sticker for the 3rd party insurance to Program areas.
• Collect timely the vehicle accident reports and fill the accident and insurance claim form of the insurance company and submit timely as per the policy requirements.
• Communicate with the insurance company in case of vehicle accidents to mobilize a crane and inspectors timely.
• Coordinate with the insurance company for the maintenance of the vehicles after accidents and collection of proforma invoice from MTI side.
• Input data in FMS (fuel, maintenance, incidents…)
• Prepare timely and quality monthly service provider performance report in terms of quality service, quality spare parts, timely completion of different vehicle service types.
• Prepare timely monthly generator maintenance report.
• Produce the required monthly narrative report on vehicle insurance claim, insurance policy renewal, and annual vehicle inspection.
• Prepare a timely monthly rental vehicle inspection report.
• Maintain properly comprehensive vehicle files for all MTI vehicles with proper labelling for quick access.
• Track all organization equipment and assets.
• Develop and maintain a database of suppliers of goods and services.
• Other duties as assigned.

Reports to (position): Country Logistic and Procurement Manager 

Work Days & Hours: Monday-Saturday, 40-48 hours/week, occasional weekends and public holidays

Travel: Regular travel to field offices

If Manager of Staff, Positions Supervised:

(directly & indirectly) TBD # of Positions Supervised

• BA Degree or Diploma in Auto Mechanics, as Logistics and Supply Chain, Fleet Management or any other related field.
• 3 -5 years of relevant work experience in areas of vehicles and generator management preferably in NGO environment out of which 1 year at supervisory level.
• Sound analytical and problem-solving capability.
• Ability to influence others’ behaviors through effective relationship building; through current knowledge and understanding of relevant policies, frameworks etc.
• In-depth knowledge of project processes, procedures, and systems.
• Valid Driving License is required.

• Experience with donor (UN, USAID, etc.) asset and procurement specific procedures is an added advantage.
• Demonstrable experience in vehicles and generator maintenance, vehicles technical inspection preferably in INGO environment.
• Demonstrable driving experience.

• Knowledge of supply chain management including procurement, tendering, contracting, clearance, transport, warehousing, distribution, fleet management and asset management
• In-depth knowledge of ERP systems
• Demonstrated understanding of donor-specific logistics procedures and grant requirements

• Highly skilled at using ERP systems to manage inventory logistics.
• Strong interpersonal, influencing and negotiation skills.
• Skilled in communication
• Strong computer skills including word processing, spreadsheets, and databases.
• A good command of both written and spoken Amharic and English.

• Ability to act with integrity and ensure security and appropriate use of assets.
• Ability to complete complex tasks with a high degree of autonomy and responsibility.
• Highly organized with good quantitative ability
• Ability to maintain detailed records with high accuracy.
• Ability to support MTI Calling and adhere to the MTI Code of Conduct

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