Fleet and Transport Officer- Vinnitsa

Job Summary  

The Fleet and Transport Officer is responsible to the Logistics Coordinator or other supervisor as per team structure, for managing IMC vehicles and cargo transport, custom clearance included. 

To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation. 

Main responsibilities  

The duties and responsibilities listed are representatives of the nature and level of work assigned and are not necessarily all inclusive. 

Support the implementation of logistics procedures and policies through the following specifics: 

Fleet management: 

• Define requirements for the fleet (including generators, and power supply) 

• Oversees the fleet management of IMC vehicles, and ensure coordination related to vehicle optimal use in line with IMC policies and procedures. 

• Plans movement of vehicles operated by International Medical Corps in coordination with requesters and ensures vehicle tracking. 

• Recruits, tests, inducts, trains, and manages drivers operating IMC vehicles. 

• Ensures that all drivers follow drive safe rules in line with applicable laws and follow security protocols. 

• Ensures that vehicles follow maintenance schedule 

• Ensures that all vehicles used by IMC have valid insurance and registration 

• Performs inspection of vehicles prior to vehicle acceptance to ensure that vehicles meet safety requirements. 

• Report any incident/accident to security focal point  

• Ensures that all rental contracts and insurance are valid, and where necessary request timely extension. 

• Ensures implementation of vehicle logs and their regular review 

• Monitors fuel and spare parts consumption and prepares fleet reports pursuant with IMC policies and procedures. 

• Maintains accurate filling system on all vehicles and drivers 

• Verifies vehicle and other transport related invoices, prior to payment. 

• Provides supporting documentation for invoices as required. 

Cargo Transport and Custom Clearance: 

• Arranges and coordinates cargo transport in line with shipment dispatch plan to ensure timely delivery of supplies and equipment to projects.  

• Verifies that transport vehicles are suitable for purpose and drivers briefed on safety and security protocol as required 

• Supports custom clearance for imported goods and any re-export. 

• Manages tracker of cargo shipments and coordinates timely information sharing between sending and receiving parties. 

• Maintains accurate filling system on cargo transport. 

Compliance, audit and related controls 

• Responsible for compliance of performed or supervised transport activities in line with IMC policies and procedures and local laws and regulation. 

• Supports implementation of required control mechanisms over transport and fleet management business processes compliance. 

• Maintains accurate filing systems, with documented and auditable records of warehouse transactions and stock reports.  

• Supports timely submission or availability of mandatory reports to the country management team, in line with IMC policies and procedures. 

• Supports implementation of correctives measures identified as result of self-control, audit or compliance review. 

Fraud prevention 

• Committed to fraud, prevention detection, reporting and risk fraud reduction as per IMC policies and procedures, donor rules and local laws and regulations. 

Qualifications

• Degree in Logistics, or related experience in vehicle and transport management 

• Good interpersonal and team skills. 

• Commitment to and understanding of IMC's aims, values and principles. 

• Excellent interpersonal and team skills 

• Fluency in written and spoken English 

• Knowledge of MS Office including MS Word, Excel and Outlook. 

• Ability to work in participatory manner. 

• Ability to integrate and work well within multi-ethnic and multicultural team.  

• Ability to work in harsh conditions, often in remote areas,  

• Knowledge of mechanics 

• Relevant qualifications or training courses. 

• Experience in cold chain transport management 

Code of Conduct
As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps' and donor compliance and ethics standards and adheres to those standards.
 
if this is a supervisory position, one must set an example of ethical behavior through one's own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps' policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.
 

Safeguarding
It is all staff shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons. Staff are also responsible for preventing violations to our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption or Harassment. If you see, hear or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.
 
Equal Opportunities
International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.