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Position Overview
Reporting to Senior Supply Chain Manager, the Transport Officer based in Kampala is responsible for the efficient coordination and management of the transport function in line with standard operating procedures. He provides cost effective and efficient planning and scheduling of all fleet assets within the country program. The job holder will ensure that security, safety, and legal requirements are observed and followed by all IRC employees.

The position will be responsible for the standardization of policies, good fleet management practices across the country program and will provide technical support to fleet management staff in field offices.

Responsibilities
Specific responsibilities include:
In close collaboration with the Senior Supply Chain Manager:
• Support in developing, establishing and implementation of long-term strategies for professional and cost-effective fleet management in the areas of planning, vehicle allocation, running cost control, monitoring, fleet standardization, technical management, vehicle replacement policy and training of drivers and other transport staff.
• Conduct periodic reviews of the existing transport policy, develop, and maintain effective operating systems, procedures, guidelines, and databases and ensure homogeneity of their implementation across the country.
• Oversee the implementation and monitoring of fleet management processes and ensure standardized systems for the whole operation impacting both IRC owned and Right of Use (RoU) fleet resources.
• Review the existing vehicle maintenance procedures, develop and maintain effective systems and guidelines for professional repair and maintenance management and identify professional workshops at all field offices to establish standard service and maintenance contracts with them.
• Maximize the IRC’s fleet efficiency and cost effectiveness through planned resource allocation in accordance with existing and future transport I fleet management procedures and guidelines.
• Ensure that all operational transport needs are covered and develop strategic plans for annual vehicle replacements in line with donor regulations and funds available.
• Manage, supervise, guide, and train the line managed transport staff / drivers to ensure best possible performance in accordance with operational needs and IRC Human Resource policy. The Transport officer is responsible for the management of the drivers in collaboration with field-based transport assistants.
• Provide and ensure professional training for all IRC drivers in Uganda in accordance with road safety regulations and technical requirements.
• Management, control, and accountability of all fuel supplies (vehicles, generators, other technical equipment) including contingency planning and storage country wide as well as control, monitoring and reporting on all other vehicle running cost to ensure maximized cost efficiency and correct and transparent usage of funds.
• Monitor, control, and report on the use of all IRC fleet assets in both operational and non-operational circumstances
• Ensure that all IRC fleet assets and drivers administration is executed in a professional manner and in accordance with SCIUG standard procedures. This includes vehicle and driver data files, registration, and documentation for import/export/transfer of fleet assets, insurance matters and transport documentation and reporting.
• Ensure that all IRC fleet assets are serviced, maintained, and repaired according to standard maintenance guidelines and schedules through professional commercial workshops by setting highest possible quality standards to ensure safety of passengers and drivers.
• Carry out regular visits to all field locations to coordinate the fleet management aspects country-wide and to ensure the implementation of IRC standard systems and guidelines equally at all locations.
• To manage the vehicle tracking system to monitor vehicle usage to avoid violation of fleet or misuse. Provide timely reports and flag any issues arising for management action.
• Prepare and submit periodic/ customized and monthly fleet reports consolidated across all field office.
• Any other duties as may be assigned by the supervisor.

Expected Deliverables:
• Provide on-time, standard monthly reports to the Supply Chain Manager, including fuel consumption report, maintenance report and any other reports requested by Supervisor.
• Well maintained fleet and good filing system for all vehicles
• Generate and / or maintain a comprehensive price list for spare parts.
• Maintain full and accurate inventory records for warehouses, assets, and furniture.
• Undertake (documented) monthly and ad-hoc physical inventory checks.
• Conduct documented quarterly job performance reviews of Transport staff, providing appropriate feedback. Conduct quarterly staff performance appraisal.

Qualifications
Education:
• A minimum of a bachelor’s degree in business administration, Transport Management, or Logistics / and Supply Chain Management
• At least Five years’ progressive experience in fleet management related role.
• At least Five years’ experience in driving in a related work as well as a valid Driving License
• Chartered Institute of Logistics and Transport Certification (CILT) will be an added advantage.
• Computer Literacy and Excellent documentation skills are a must.
Personal Characteristics:
• Strong sense of personal integrity.
• Attention to detail.
• Strong supervisory skills.
• Ability to multi-task.
• Team spirit and problem-solving abilities.

Job Requirements:
• Knowledge of generic transport procedures and practices (IRC or NGO experience advantageous).
• Five years’ work experience in managing transport services and Procurement, at least three years in a supervisory capacity.
• Holder of a valid driving license
• Competent in spoken and written English
• Mechanical background is a plus.
• Good mathematical and analytical skills
• Good communication and interpersonal skills
• Advanced cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures.
• Ability to intervene with crisis management or troubleshooting, as necessary.
• Advanced interpersonal and communication skills including influencing, negotiation and coaching.
• Excellent time management and planning capacity.

Job application procedure
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