Fleet Coordinator

GeneralManagement Sciences for Health (MSH) is a global health nonprofit that envisions a world where everyone, everywhere, has the opportunity for a healthy life, by working shoulder-to-shoulder with countries and communities to save lives and improve the health of the world’s poorest and most vulnerable people by building strong, resilient, sustainable health systems.MSH collaborates with local partners, from Ministries to communities, to strengthen and complement existing health systems. Since 1971, MSH has worked in more than 150 countries to help ensure sustainable, resilient, and equitable access to quality health care around the globe.Supply Chain Services Activity is a five-year DoS-funded project implemented by MSH and its international and local partners to to enhance systems in Ethiopia in an effort to develop a more mature and sustainable supply chains that ensure access to and promote the rational use of quality assured, safe, effective medicine by effectively managing the supply chain services at all levels of the health system.Main Purpose of the JobHandle all the fleet related requests, Coordinate vehicle usage, driver assignments, Vehicle Maintenance, rental vehicles, insurance claims, and delivery of equipment and other items from and to main office.Fleet CoordinationSpecific Duties and ResponsibilitiesInspects and evaluates organization vehicles, maintains records of fleet inventories, assignments and usage.Coordinate vehicle distribution and flow for SCS Project.Keep records of vehicle log sheet and reconcile milage with the actual usage.Review and follow-up vehicles speed limit and whereabout using the vehicle GPS. Review GPS reports. Insure installation of GPS on new vehicles. Confirm drivers travel report reconcile with the actual GPS report.Works with and collaborates with field offices for smooth usage of vehicles and logistics activities of the program.Follow up the status of Abyssinia card for each vehicle and refill on time. Prepare Abyssinia Card consumption reports monthly.Develop tracker for vehicles insurance renewal date and renew Insurance policy on time.File maintenance: keeping, organizing and updating all fleet files; maintain a file for each vehicle detailing its maintenance and damage/accident/incident history. Keep a record of all parts purchased for the vehicle including serial numbers.Follow-up vehicles annual inspection and other vehicle registration related issues with Ethiopian Roads Authority of MSH-Ethiopia vehicles.Upon receiving vehicle requests for local trip, if vehicles are not available, make necessary arrangements with taxi company; collect vehicle requests, vouchers and process payments.Coordinate with projects and rental companies to process payments for rented vehicles; ensure invoices are received on time and all documents for rented vehicles are complete. Follow-up with MSH finance team to ensure payments are completed on time.Ensure that all vehicles are equipped with emergency equipment (per MSH policy), accident kits, vehicles logs, fuel card, vehicle registration, copies of MSH policies and procedures, and a poster always summarizing key policies visible to passengers.Vehicle MaintenanceFollow-up and ensure timely service of Project VehiclesServe as a point of contact for MSH-Selected Garages and consult with the vendors on the appropriate service implementation.Collect service information including changed spare parts as per MSH procedure and record on the registry.Evaluate Vehicle tyre procurement requests and recommend as necessary. Collect old tyres after replacement and store in the appropriate place and update tyre usage tracker on time.Follow-up on vehicles under service for timely delivery in cost effective way.Follow-up Insurance cases for damaged vehicles due to accidents or theft. Report on-time to the insurance and appropriate authority in the office. Follow-up repair of the damaged vehicles. Handles Logistics IssuesDispatch/deliver equipment’s, documents and other high-volume items to and from the office.Facilitate vehicle rental for delivery of goods.Follow-up Insurance claims for vehicles and office equipment’sCoordinate all maintenance issue of office equipment, toilet, lights,Ensure vehicle parking procedure is kept in orderly manner and payment and agreement is completed on time.Collect printed materials from printers and deliver to its destination.Laison with Logistic Companies to receive items procured internationally. Check the packing list with the actual received items.Laison with customs authority and other relevant government offices for permit and documentation.Staff ManagementRecommends and coordinates training of fleet personnel.Supervises, Drivers in all regions.Completes all performance management activities including performance planning, monitoring and annual performance appraisals.Make sure that employees under her/his supervision complete time sheets regularly and timely.Follow-up drivers annual leave usage and schedule coordination.OthersAssist on Annual Inventory of fixed assets.Assist in any other assigned duties.QualificationsRequired Minimum Education:BA Degree in Logistics and Management and related fieldRequired Minimum ExperienceRequired: Minimum Five (5) years of relevant experience and skills in a similar position.Preferred: Significant experience working with an international donor or organization, and experience working with DoS-funded programs is preferred.Knowledge And SkillsStrong communication and coordination skillAbility to work independentlyProven language proficiency in written/spoken English.Willingness to work under pressure.Vehicle Maintenance KnowledgeGPS monitoring software KnowledgeDemonstrated ability to successfully coordinate activities with the staff and proven ability to work successfully on a team in a fast-paced environment.Strong organizational skills and attention to detail.Demonstrated computer proficiencies, including Microsoft Office Suite, especially Word, Excel, PowerPoint, and database management.CompetenciesDemonstrated ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail.Integrity, and friendly approachability.Able to maintain a high level of confidentiality.Ability to competently assess priorities; manage a variety of complex activities simultaneously in a time-sensitive environment and meet competing deadlines.RespectAccountabilityCourageExcellenceInterpersonal skills, stress tolerance, customer focus, collaboration, communication with in MSHPhysical And Travel DemandsPhysical Demands: Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to navigate an office environment and pick up materials.Travel: Willing to travel to project implementation sites and regions as appropriate. MSH is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws. MSH complies with Section 503 of the Rehabilitation Act, Section 4212 of the Vietnam Era Readjustment Assistance Act, as amended, and all related applicable regulations.Know Your Rights - Workplace Discrimination is Illegal (English)Know Your Rights - Workplace Discrimination is Illegal (Spanish)