Islamic Relief Worldwide (IRW) is an international, non-profitable, non-governmental humanitarian relief organization with its head quarter in Birmingham, UK. It enjoys consultative status with the Economic and Social Council of the United Nations and is a signatory to the Code of Conduct for International Red Cross and red Crescent Moments and NGOs in Disaster Relief. Islamic Relief has been working in Afghanistan for more than 23 years, providing emergency relief and implementing life-changing development projects for some of the most vulnerable people in the country. Islamic Relief set up our first Afghanistan office in 1999. Since then, IRA continued providing assistances in emergency relief, food security, livelihood, education, health, nutrition, shelter, orphan sponsorship, Ramadan and Qurbani programmes.

Supporting the organization's Logistics operations in Afghanistan will be a major responsibility of the Fleet officer. In accordance with donor requirements, local laws, and IRW rules, the position entails overseeing Fleet operations to guarantee effective and efficient control of Fleet requirements.

The Fleet Officer is responsible and accountable for overseeing the effective operation, maintenance, and management of the organization vehicle fleet. The role supports the organization's programmatic activities by ensuring transportation needs are met efficiently, vehicles are well-maintained, drivers are well supervised, vehicle contract management is well management, and all operations comply with safety and legal standards.

Under the direct line of Logistics/Admin Coordinator, the fleet officer will be based in IRW country office in Kabul and will be conducting field visits across all Afghanistan.  The fleet officer will also technically be overseeing and supporting all fleet focal persons in based in the field.

Duties & Responsibilities 

Fleet Operations Planning:

•  Ensure effective and efficient movement planning and coordination process in accordance with programmatic movement requirements and needs – Including weekly, daily, unplanned and any other movement requirement.
• Ensure full and comprehensive implementation of the Fleet pooling system in accordance with all requirements.

Fleet Operations Management:

• Maintain an updated database of the fleet, including vehicle details, usage logs, fuel consumption, and maintenance schedules.
• Ensure proper fuel and resource management such as monitoring fuel consumption, maintain accurate records of fuel usage and reconcile fuel reports with receipts.
• Ensure proper Safety and compliance management process by ensuring implementation of safety standards for vehicles and passengers as well any other related task.
• Ensure proper maintenance and repair process for all vehicles.
• Ensure continuous updating of Fleet SOPs and issuing new policies and procedures.

Vendor, Tender & Contract Management:

• Conduct fleet service provider’s evaluations based on performance, quality, reliability and all other criteria.
• Perform due diligence on vendors, making sure they meet all legal, moral, and regulatory criteria.
• Contribute with the procurement department to organize contracts, legal paperwork, and vendor profiles to streamline the onboarding process for fleet service providers.
• Technically contribute to manage the tender process of fleet service providers.
• Conduct any Other requirement for fleet service providers management requested by line Manger and senior Management.

Compliance, Reporting & Documentation:

• Ensure regular fleet performance reports, including usage, costs, and incidents. Also Maintain accurate records of vehicle usage, mileage, repairs and any other documentation required.
• Ensure compliance with policies and procedures for managing fleet function.

Staff /Driver Management:

• Manage a team of drivers, including scheduling, performance evaluation, and training on safety and security protocols.
• Ensure drivers adhere to organizational policies and local traffic laws
• Technically guide, support, coach, review documents and work on daily basis with field Fleet focal persons.
• Building and strengthening staff members' abilities, competencies, driving skills, and knowledge to boost their performance, flexibility, and overall contribution to organization objectives is the main goal of capacity building.

Other Tasks:

• Conduct any task related to Fleet Management requested by line manager and management.

Education: Completion of Bachelor education is required, preferably supplemented by technical or university courses related to supply chain, logistics, Fleet, Trainer, business administration, contract management, or another relevant technical field.

Experience: 2+ years of progressive and relevant experience working in related field Fleet. Understanding of development and humanitarian work is advantage. Also, relevant experience with humanitarian organizations is an advantage.

Additional Requirements: Valid driver’s license, Familiarity with local traffic laws and regulations. Also, willingness to travel to field locations and remote areas.

Language Requirement: Fluency in English is required. 

Computer Skills: MS Office, Word, Outlook, ERP systems familiarity, Fleet Management System.

Core Competencies:

 Integrity and Ethics: A dedication to maintaining accountability, openness, and high ethical standards in procurement procedures.

 Communication: The capacity to establish rapport with team members, vendors, and other stakeholders while clearly communicating difficult information.

Adaptability: Flexibility to adapt to changing program requirements and obstacles in a setting that is changing quickly.

Planning and Organization: Ability to prioritize needs, develop realistic timelines, and coordinate procurement activities across multiple projects.

Analytical Thinking: Strong ability to interpret data, conduct market research, and make data-driven decisions.

Attention to Detail: Ensure accuracy and compliance in procurement documentation and planning activities.

Team Collaboration: Work effectively with various departments, maintaining open communication and supporting shared goals.

IRW Core Values:

The position holder must demonstrate a strong grasp of and empathy for Islamic ideas and values in addition to a dedication to the vision, mission, and fundamental values of Islamic Relief Worldwide.

·      Sincerity (ikhlas) – IRW is driven and motivated by sincerity to God and our duty to humanity.

·      Excellence (ihsan) – A commitment to excellence is a hallmark of our operations, programmes and conduct towards the vulnerable people we serve.

·      Compassion (rahma) – Every life is precious, so we join other humanitarian actors in easing the suffering caused by disasters, poverty and injustice.

·      Social Justice (adl) –  IRW empowers poor and vulnerable people to have their rights fulfilled and to achieve their God-given potential.

·      Custodianship (amana) – IRW values and protects the Earth and its resources, including its people, and we aim to honour the trust people place in us to be transparent and accountable.

Interested and qualified national candidates should submit a cover letter explaining their motivation and updated CV to the following:

https://jobs.af/jobs/logistics-officer-fleet-management

The closing date for accepting applications is 08 December 2024.

Please clearly state the Vacancy Announcement number and title of the position you are applying for in the subject line. 

Please clearly state the Vacancy Announcement number and title of the position you are applying for in the subject line. 

Note: The written test/interview will be on rolling basis due to the urgent need of the position the interview may take place before the closing date of the post/s.