FLEET OFFICER

Location: Monrovia, Liberia

Position Status: Full-time

Salary Level: (5)

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse, and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have a long-term impact.

The Program / Department / Team (Program / Department Summary)

Mercy Corps has been present in Liberia since 2003, focusing its interventions on Youth Employment and Empowerment, Food Security, WASH, and Governance. With funding from EU, AFD, USDA, And USAID, Mercy Corps has been able to work together with communities in Liberia to respond to these priorities/ needs bringing benefit to thousands of Liberians.

Operations Department provides key support to the entire Liberia program in procurement, asset management, warehouse management, fleet management, and facilities & office management for successful program implementation.

The Position (General Position Summary)

Fleet Officer oversees fleet management and transport functions, and ensures compliance with relevant policies and procedures, with substantive support from the Operations Director/Manager.

Essential Responsibilities (Example Section Below – Adapt to Specific Role)

– Work with the Operations Manager to design a suitably staffed and equipped transport function to support the Liberia program.

– Ensure that all vehicles and generators are in technical working condition and clean at all times. – Ensure the safe and technologically sound use of all MCL’s vehicles and major equipment.

– Ensure proper planning and administration of maintenance and repairs for all vehicles and machines based on service requests.

– In coordination with the Operations Manager, prepare vehicle maintenance plans; ensure vehicles and generators are serviced regularly.

– In coordination with the Operations Manager prepare vehicle assessments and disposal/replacement plan, coordinate with the Head of Logistics and HQ on the procurement of new vehicles and parts, as necessary.

– Obtain and use parts catalogs for all types of vehicles and machines.

– Support the setting up and maintenance of spare parts warehousing and stock keeping.

– Ensure the availability of a minimal number of critical fast-moving spare parts for all types of vehicles.

– Track all vehicles and machines sent for repairs.

– Ensure that vehicles are properly registered with the national authorities, as well as covered by WHH’s global insurance policy.

– Identify quality garages, support the establishment of framework contracts with identified approved garages; establish quality control mechanisms; validate invoices.

– Ensure MCL’s vehicle procedures are consistently adhered to including completion of digital vehicle logbooks, etc. Ensure proper procurement and use of tools and equipment for garages and field offices in all country office locations.

Safety

– Ensure vehicles have functioning safety equipment (e.g. seat belts, fire extinguishers, first aid kits, etc.) and drivers have updated first aid training.

– Ensure generators have sufficient fire safety equipment.

– Use of the radio and satellite phone. Make sure radios are installed properly and used correctly. – Facilitate the train drivers and key staff on First Aid assistance.

– Training of drivers on safe driving and driving in a convoy.

– Train drivers in defensive Driving

– Ensure that all cars are assigned to drivers and machines to other staff.

– Ensure all vehicles have standard sets of tools for which the drivers are responsible and check regularly on completeness and status.

– Prepare all convoys with visitors or other field missions.

Fuel Management

– In coordination with Operations Manager, monitor fuel consumption; identify possible ways to reduce consumption.

– Ensure vehicles and generators in Monrovia always have sufficient fuel and lubricants, as well as a backup fuel supply.

Vehicle Dispatch

– Optimize journey planning.

– Design and implement an effective vehicle request policy.

– Take direct responsibility for fleet management in-country office.

– Coordinate with Head of Projects Responsible for the coordination with field offices to ensure efficient vehicle movements between the field and Monrovia and vehicle use in general.

HR Management

– Support the testing and hiring of all drivers.

– Carry out regular driver performance reviews.

– Provide supervisory management to drivers, including involvement in disciplinary proceedings.

– Provide technical supervisory support to field-based Logistics Officers on fleet management issues.

– Establish and manage relationships with key stakeholders (drivers, vehicle users, suppliers, partner organizations, etc.).

Data Management

– Ensure proper and timely use of vehicles and other machines’ logbooks at all locations. – Ensure timely and correct data entry of vehicle and machine logbooks is sent from the field.

– Collect and manage fleet data; identify ways to reduce consumption and improve the efficiency, efficiency, and safety of fleet operations and road transport.

– Prepare and analyze monthly fleet management reports.

Supervisory Responsibility

Drivers.

Accountability

Reports Directly To: Operations Manager

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, and other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring, and evaluation of our field projects.

Minimum Qualification & Transferable Skills

• Minimum 3 years experience with fleet management or transport.
• Valid driving license.
• Excellent computer skills are required(excel mainly).
• Must be an independent thinker and have strong organizational skills.
• Demonstrated experience in scheduling.
• Fluency in English.

Success Factors

The successful Fleet Officer will be good at coordinating fleet management and transport tasks to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations. They will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial and training capacity while demonstrating the ability to multi-task, meet deadlines, and process information in support of changing program activities. The most successful Mercy Corps staff members have a solid

commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

Living Conditions / Environmental Conditions

The position is based in Monrovia, Liberia, and it requires up to 40% travel to support Liberia programs, which may include travel to rural locations.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable, and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal-opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have a sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination based on race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status, or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants, or others, are treated with respect and dignity. We are committed to the core principles regarding the prevention of sexual exploitation and abuse laid out by the UN Secretary-General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves professionally, respect local laws and

customs, and adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct eLearning courses upon hire and on an annual basis.

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