Regional Fleet Officer at The Center for International Health, Education and Biosecurity (CIHEB)

OVERALL JOB FUNCTION

The Regional Fleet Officer will play a pivotal role in managing and maintaining the fleet of vehicles used in the implementation of field programs. This role is crucial in ensuring that all fleet operations are conducted safely, efficiently, and in compliance with organizational policies and government regulations. The Regional Fleet Officer will work closely with the Senior Fleet Officer to support various locations projects and ensure optimal fleet utilization and maintenance.

DUTIES AND RESPONSIBILITIES:

Fleet Management:

• Coordinate and oversee daily fleet operations within the assigned region in alignment with the approved deployment plan and in consultation with the regional survey coordinator.
• Ensure proper utilization and allocation of vehicles for program activities using the approved weekly transport and scheduled verification of signed trip sheets.
• Monitor vehicle movements and usage through tracking systems, emphasizing adherence to vehicle tracking post-working hours, parking locations and times, and cross-checking trip sheets with tracking system reports.
• Implement and enforce fleet management policies and procedures through regular (weekly) check-in meetings with the drivers.
• Issue fuel supply vouchers and seek line supervisor approval.
• Support The program teams with transportation needs.
• Respond promptly to fleet-related issues or emergencies.

Maintenance and Repairs:

• Work closely with project drivers to monitor mileage and schedule regular vehicle maintenance and repairs.
• Maintain detailed vehicle records of maintenance and repair activities, weekly, monthly using the vehicle check list.
• Liaise with service providers for timely and cost-effective repairs.
• Organize the immediate replacement of vehicles in a major breakdown to avoid interruption of field activities.

Safety and Compliance:

• Ensure all vehicles meet safety standards and comply with legal and regulatory requirements, reinforced with scheduled vehicle checks conducted between cluster transitions (bi-weekly/monthly) using a standard checklist.
• Conduct regular safety inspections and audits.
• Provide initial and ongoing driver training on safe driving practices and policy compliance.
• Assist in organizing monthly drivers’ meetings and updating drivers’ data.
• Ensure drivers have access to necessary administrative documents (e.g., accident reports, logbooks, maps, security clearance forms, emergency contacts).

Inventory and Documentation:

• Maintain accurate fleet inventory records, including vehicle registration, insurance, and maintenance logs.
• Ensure fleet-related documentation is up-to-date and accessible.
• Prepare regular reports on fleet status, usage, and costs for the Senior Fleet Officer 5th of each month.

Budget Management:

• Assist the Senior Fleet Officer in preparing the fleet management budget monthly.
• Identify opportunities for cost savings and efficiency improvements with the Senior Fleet Officer.

Requirements

REQUIRED QUALIFICATIONS

• Bachelor’s degree in logistics, transportation management, business administration, or a related field.
• Minimum of 3 years of experience in fleet management or a similar role.
• Strong understanding of fleet management practices, vehicle maintenance, and safety regulations.

OTHER REQUIREMENTS

• Mechanical Knowledge: Solid understanding of vehicle mechanics or technical training in auto-mechanics is an added advantage.
• Driving License: A current and valid Class A, A2, B, or D driving license is required
• Excellent organizational and problem-solving skills.
• Proficiency in fleet management software and GPS tracking systems.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Willingness to travel within the assigned region as needed.

Benefits

• Contract is for 6 Months Period