Senior Officer, Fleet | ReliefWeb - 2015

This role is an integral part of the global fleet management team and is based in Kuala Lumpur, Malaysia. This role carries responsibility for the co-ordination of the global approach to fleet management in the Asia Pacific Zone, maintenance of fleet management operating standards/procedures and the provision of expert support to the IFRC’s Global Logistics Service users. This role will also be expected to liaise with internal and external stakeholders at a variety of governmental and humanitarian levels in the Zone. As such, this role requires excellent team working, communication skills and technical expertise.

Key areas of influence and key internal relationships include:

• In accordance with Global Fleet Unit (GFU) and Zone Logistics Unit (ZLU), Kuala Lumpur plans and objectives, the development of annual plans and objectives for the global fleet management support in the Asia Pacific Zone


• Close cooperation and teamwork within the ZLU, KL


• Provision of advice to National Societies to build required fleet management capacity

The current main challenge faced within this role is working remotely with the GFU and co-ordinating with various stakeholders in IFRC and National Societies in the Zone.

Key Accountabilities

§ To implement and maintain the standard practices in accordance with the IFRC Fleet Manual at zonal and operational levels

§ To implement and maintain the IFRC Vehicle Rental Programme (VRP) procedures at the zonal and operational levels

§ To oversee and advise on the implementation of vehicle preventative maintenance and repair in view of maximizing the lifespan and zonal fleet’s potential

§ To co-ordinate the delivery of Global Fleet Services to the Red Cross / Red Crescent Network within the Zone to ensure the delivery of a high quality and timely fleet management support that meets the needs of its service users

§ To provide fleet management professional expertise, training, support and guidance to the Asia Pacific Zone Office, Regional and Country Delegations within the Zone to ensure adherence to best practice principles and compliance with regulation, legislation and the IFRC procedures

§ To review the vehicle situation periodically to ensure that a cost effective size of fleet is maintained by the IFRC Representations in Asia Pacific Zone and that the in-country fleet management is making optimum use of a pool system

§ To provide expert support to National Societies to enhance their Fleet management capabilities and capacities

§ In line with the IFRC Global Fleet Unit communication strategy to actively promote the fleet services to the National Societies in the Zone, including access to the VRP, outright purchase, Fleet Wave and operational fleet management

§ When requested to prepare VRP service requester’s estimates in a timely manner in close cooperation with GFU

§ To regularly use the IFRC’s Fleet Management System – Fleet Wave for all vehicles based in the Zone

§ To receive and analyse Fleet Wave reports in cooperation with the IFRC Representations and National Societies in the Zone and to make sure that all data is entered timely and correctly. To co-ordinate and follow up with the GFU Fleet Officer responsible for Global Fleet Management support for the Asia Pacific Zone if any incorrect data is entered to Fleet Wave

§ To provide in-depth statistical analysis of fleet management Key Performance Indicators (KPI) and identification of potential areas for improvement

§ To prepare monthly reports as required by the GFU and ZLU, KL (e.g. monthly KPIs report for Asia Pacific Zone or other Zones, quarterly User and/or Country vehicle utilisation report etc.)

§ To build relationships with internal stakeholders and National Societies in the Asia Pacific Zone to continually improve the performance (quality, cost effectiveness, etc.) and perception of the global fleet management

§ To review existing vehicle import, export and disposal procedures in the Zone and seek out feedback from internal stakeholders and service users in order to contribute to the continuous improvement and learning of the global fleet management

§ To comply with the operational performance measurement and zonal financial reporting to ensure that the VRP recovers 100% of its costs and maintains its viability

§ To co-ordinate the implementation procedures, processes and guidelines, so that the global fleet management is carried out in the Zone in an effective, compliant and consistent way, fully in line with the successful achievement of all set objectives

§ To perform and deliver fleet management practices in line with the annual objectives related to this position as set out by the GFU and ZLU, KL

§ To be available for deployment within the first 5 days of an emergency operation within the Zone to set up fleet systems and procedures, provide fleet management support and complete assessment of the operation’s fleet requirements in accordance with the GFU agreed Terms of References

§ To participate and/or facilitate on the “Road Safety and Fleet Management” trainings in the Zone (and globally as required) in order to develop the IFRC and National Society driver skills of the highest IFRC and International safety standards.

Requirements:

• Degree in Fleet/Transport Management and extensive professional experience


• Minimum 3 years of relevant experience in fleet and transport management


• Experience in remote coordination and support of country fleet management staff


• Proven experience in service provision, import/export customs clearance and effective customer relations


• Preferably candidates with experience in strategic fleet management or coming from automotive industries or fleet operations sector with knowledge on sales or leasing


• High motivation for improvement and ability to deliver in a challenging environment


• Communication, analytical and reporting skills


• Proven experience to carry out fleet management assessment and driver trainings


• Ability to work toward tight deadlines and handle multiple tasks


• Written and verbal communication skills required for interactions at all levels


• Fluent spoken and written English