Fleet Management Assistant

About Secours Islamique France:

Since its founding in 1991, Secours Islamique France considers that diversity is wealth. We study therefore all applications to the extent that they present the skills required for the position to be filled.

Our Organization is particularly concerned with the ethical and deontological dimensions in all its activities. we therefore reserve the right to systematically check criminal records during the recruitment process, in accordance with current law. In line with this policy, SIF practices zero tolerance towards any type of fraud, corruption, harassment, abuse, or violence of any nature whatsoever, and, more generally, any violation of legislation, regulations, or the code of conduct established internally.

SIF is a humanitarian organization, and the principle of “Do no harm” is therefore central: we ensure that respect and the safety of the children we support in our projects is a primary consideration for all our collaborators and partners. Our charter is a real commitment: we mobilize all of our staff in the promotion, dissemination and respect for the principles laid down.

Diversity, Equity & Inclusion:

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable, and inclusive than we are today.

Position Summary:

A Fleet Management Assistant is responsible for overseeing the operations and maintenance of an organization's logistics and fleet activities. This role involves managing the fleet, coordinating the fleet of vehicles, ensuring compliance with regulations, and optimizing logistics processes to enhance efficiency and reduce costs.

1. Fleet Management:

• Ensure maintaining weekly duty roster for the drivers
• Oversee the operation of the fleet of vehicles used for school meal distribution.
• Develop and implement a preventive maintenance schedule to ensure vehicles are safe and operational.
• Monitor vehicle usage and fuel consumption to optimize efficiency and reduce costs.
• Coordinate with school Principals and Project Manager to plan efficient delivery routes.
• Ensure timely delivery of meals to designated schools, adhering to schedules and deadlines.
• Address any logistical challenges or delays to minimize disruptions in meal distribution.
• Ensure getting signatures from the School Administrators or principals on the Way Bills as soon after counting of the Meal Packs.
• Supervise and provide guidance to drivers involved in school meal distribution.
• Conduct training sessions on safe driving practices, vehicle operation, and emergency procedures.
• Monitor driver performance and adherence to operational policies and safety regulations.
• Ensure all vehicles and drivers comply with local traffic laws and WFP operational standards.
• Maintain accurate records of vehicle inspections, maintenance, and repairs.
• Prepare reports on fleet utilization, fuel consumption, and performance metrics for management review.
• Develop contingency plans for emergency situations, such as vehicle breakdowns or adverse weather conditions.
• Coordinate with relevant stakeholders to ensure quick response and minimal disruption to meal distribution during emergencies.
• Monitor the quality and quantity of meals delivered to schools, ensuring compliance with nutritional standards and program requirements.
• Address any concerns or feedback from schools regarding meal distribution promptly and effectively.
• Ensure proper coordination with the vendor of the vehicle and ensure timely replacement of vehicle in case of any mechanical issue or driver if he /she has attitude problem.

Fleet Management and Coordination

1. Waybill Management: Ensure that all waybills are accurately completed, signed, and submitted on a daily basis.

2. Logbook Maintenance: Maintain and update vehicle logbooks to track mileage, fuel consumption, and maintenance records.

3. Vehicle Allocation: Assist in allocating vehicles for meal deliveries, ensuring that the most efficient routes are taken.

4. Driver Management: Liaise with drivers to ensure that they understand their routes, schedules, and responsibilities.

Fuel Management

1. Fuel Follow-up Reports: Prepare and submit regular fuel follow-up reports to track fuel consumption and identify areas for improvement.

2. Timely Fueling: Ensure that vehicles are fueled in a timely manner to prevent delays in meal deliveries.

3. Fuel Card Management: Manage fuel cards, ensuring that they are used correctly and that fuel expenses are accurately recorded.

Vehicle Maintenance and Repair

1. Vehicle Inspection: Conduct regular vehicle inspections to identify maintenance needs and ensure that vehicles are in good working condition.

2. Maintenance Scheduling: Schedule maintenance and repairs with approved service providers.

3. Warranty and Insurance: Ensure that vehicles are properly insured and that warranties are up to date.

Reporting and Administration

1. Fleet Performance Reports: Prepare and submit regular fleet performance reports to management.

2. Data Entry: Accurately enter data into the fleet management system.

3. Record Keeping: Maintain accurate and up-to-date records of vehicle maintenance, fuel consumption, and other fleet-related activities.

Safety and Compliance

1. Safety Protocols: Ensure that all safety protocols are followed, including the use of seatbelts and adherence to speed limits.

2. Compliance: Ensure that all fleet operations are compliant with relevant laws, regulations, and company policies.

Other Responsibilities

1. Support: Provide administrative support to the fleet management team as needed.

2. Special Projects: Assist with special projects related to fleet management, such as vehicle procurement or disposal.

Competencies:

• Respect and promote SIF values and mandate, and report to the line manager any non-respect of SIF’s policies amongst the teams or partners.
• Address needs and requests in a professional way.
• Always interact with children in the presence of their parents or caregivers.
• Always respect beneficiaries’ confidentiality.
• Report any incident or act that causes harm to beneficiaries or to others.
• Aware of child protection/safeguarding concepts.
• To establish and maintain effective working relations with people of different cultural backgrounds.
• Strong cross-cultural communication skills.
• Rigorous and polite.

Note

Any attempt to influence or interfere with the recruitment process will result in automatic disqualification of the candidate.

We ensure a fair and transparent selection process, and any form of canvassing or external influence will not be tolerated.