Fleet Coordinator at Dhaqane World

Ndola, Full Time

Dhaqane World
Location: Zambia
State: Ndola
Job type: Full-Time
Job category: Administrative/Secretarial Jobs in Zambia

Job Description

The Fleet and Tracking Officer perform the following tasks:
A. Tasks
1. Assisting staff & vehicle movements
– As part of security and safety measures for staff, control and schedule a fleet operation of third-party and own vehicles including tracking, reporting, troubleshooting
– Plan and control transfer and movement of vehicles between project locations, monitoring and communication formats for it
– Coordinate movements implemented by third-parties
– Provide advice to the fleet manager to meet all requests by scheduling, forecasting, and surveying current user trends
– Integrate daily security updates in setting up geofences and movement advice/restrictions for staff and drivers
– Compile monthly reports on movements e.g. areas visited, mileage, trends, issues, and vehicle usage including recommendations on adjustments of fleet, usage, policies
– Support awareness-raising of drivers to follow the rules, regulations, and SOPs
– Monitor and ensure the fleet operation complies with national laws and regulations
– In coordination with RMO fleet management and security advisors implement, maintain, and support the development of policies and processes to ensure the fleet operates effectively and efficiently, educating staff on the concepts, practices, and procedures
– Prepare reports and raise issues such as violation of geofences, speed limits, curfews, etc. to management
– Ensure all incident reports are monitored, recorded, and followed up for fleet management
2. Coordinating movement schedules
– Support the dispatch of GIZ and third-party vehicles to staff according to movement SOP, monitor staffs bookings
– Maintain a good relationship and working atmosphere with all drivers and service providers
– Support projects with advice on driver schedules
3. Operationalising fleet
– Support monitoring of vehicle life cycles (service intervals, repairs, insurance, mileage, washing internal and external, fueling, tires, and oil)
– Provide advice on procurement needs, fleet purchases
4. Digitisation
Support the digitization of fleet management as required
5. Other duties/additional tasks
– Immediately report all incidents regarding transportation to RMO management and support incident management
– Continuously liaise and crosscheck operations with security risk management colleagues to ensure smooth client support
– Coordinate with fleet management colleagues in other GIZ locations to streamline approaches and policies
– Liaise with internal and external actors to ensure the best and safest possible tracking and movement operations
– Take on other related tasks assigned by RMO management
Required qualifications, competencies, and experience
– Decision-making capacity: Demonstrated well-balanced judgment in logistical and management skills to mitigate threats and risks to operations
– Planning and organization: Sound organizational and management skills including a strong service orientation. Ability to plan and organize assignments with little supervision prepared to manage and ask for support when it is needed
– Accountability: Operates in compliance with service rules, regulations, policies, and procedures. Assumes full responsibility for actions and decisions
– Technology awareness: Willingness to use automation technology. Computer skills and basic familiarity with vehicle tracking systems and cars are required
– Work under stress: Professional and courteous attitude and demonstrated ability to work effectively in a stressful environment
– Communication: Ability to provide instruction clearly and concisely both orally and in writing. A high sense of confidentiality
– Teamwork: Ability to lead yet closely coordinate with team colleagues and superiors virtually. Ability to work in a multi-ethnic environment with sensitivity and respect for diversity, including gender. Ability to manage interpersonal conflicts with a high level of self-reflection
– Commitment to continuous learning: Interest in upgrading and learning new skills in this professional field
Other knowledge, additional competencies
– Strong knowledge of roads between SADC regions
– Excellent working knowledge of ICT technologies