Fleet Coordinator at CARE Ghana

The purpose of the Fleet Coordinator is to support the Fleet Manager in ensuring efficient and effective management of Tamale Sub Office fleet. This includes vehicles and motorcycles managed from the Sub Office and vehicles assigned to implementing partners. The position is required to analyse the overall ongoing fleet demand of all projects and required to ensure the efficient and effective deployment of owned and rented vehicles.

S/he will support scheduling of regular maintenance of the Tamale Sub Office fleet for operational efficiency. The position holder is also required to ensure that all fleet management activities are conducted in adherence to CARE and country laws, policies, and procedures in order to promote safe, cost-effective, and appropriate operation of the fleet.

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The Sub Office Operations Manager will report directly to the Sub Office Operations Manager.

KEY RESPONSIBILITIES OF THE ROLE

Transport Services 

• Coordinates weekly planning of transport requirements across all projects in Tamale (includes transport services within Tamale and for field trips outside of Tamale to CARE operational areas).
• Facilitates linking of requests to the procurement team where the internal fleet is unable to match demands and maintains a log of services rendered.
• Coordinates the assignment of drivers within and outside of Tamale in accordance with CARE’s transport policy, ensuring safety of travellers.
• Monitors the proper utilization of the vehicle log sheet in the sub office and takes corrective action as required.
• Facilitate the use of customer satisfaction questionnaire, participates in the provision of feedback to drivers after each trip and identify process improvements related to fleet management.

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Vehicle Maintenance 

• Participates in the planning and subsequent implementation of preventive maintenance of vehicles and sees to it that all vehicles, motorcycles and generators are serviced as per schedule.
• Prepares repair and maintenance requirements and supports the monitoring of progress with vendors to ensure quality and timely service provision.
• Follows up with the procurement and finance unit to ensure purchase requests are raised and settlements are made as per actual work completed.
• Checks and verifies the correctness of the repair of vehicles made by garages and confirms this to the procurement unit.
• Ensures proper utilization and replenishment of fuel, oil, lubricants and other supplies.
• Participates in trend and related analysis required for the operational costs of CARE’s fleet and advises ways to minimize operating costs based on such studies.

Insurance and Inspection

• Plans and ensures timely insurance coverage and annual inspection of all CARE vehicles, motorcycles and machinery.
• Prepares accident reports in a timely manner to insurance companies and submits incidence reports of the same regularly.
• Ensures all formalities are met from donors and Driver and Vehicle Licensing Authority (DVLA) to secure new plates for vehicles and motorbikes.

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Staff Management and Supervision

• Assists in the recruitment of drivers.
• Coordinates and consolidate the units annual vacation plans so that day to day operations are not disrupted as a result of poor vacation utilizations.
• Ensures that performance review is completed in a timely manner and submitted to HR.
• Creates a collaborative and conducive work environment for team members with the aim of strengthening teamwork and job satisfaction.
• Ensures that drivers are continuously provided with orientations on required policies and procedures of the country office and the country law along with maintenance of records of written acknowledgement of the same by drivers.
• Periodically assesses the technical support needs of fleet management related functions in Sub Office.

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Reporting 

• Consolidates all monthly vehicle status reports of the sub office for timely review of the Fleet Manager.
• Provides regular analysis of logbook information for each vehicle.
• Ensures in documenting fuel, tire, insurance, maintenance/repair and other vehicle operation costs for each vehicle, motorcycle or machinery so that vehicles history/auto records are fully maintained in a timely manner.
• Monitors transport related costs to ensure that expenditures are consistent with approved budgets.

Others 

• Assists the Fleet Manager in annual budget preparation and subsequent management.
• Performs other duties as assigned by the Fleet Manager and Sub Office Operations Manager.

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