Fleet and Logistics Manager, Cambodia

Role: Fleet & Logistics Manager

Location: Cambodia                          

Contract: Full-time, permanent

Salary: Competitive, dependent on experience

Accommodation: Shared accommodation provided

Reporting to: Programme Manager  

Responsible for: Head of Logistics, Workshop Manager    

About HALO

HALO is the leading humanitarian mine clearance organisation globally, addressing the impact and drivers of conflict in 30+ countries and territories, with over 10,000 staff. Most of our staff are local employees and include a growing number of women. Our primary expertise is serving people affected by conflict, clearing landmines and the explosive remnants of war that threaten lives and livelihoods long after fighting has finished. We make land safe where war has ended, while also assisting those affected by active conflict and endemic violence, creating more durable solutions to support stability.

HALO addresses human suffering caused by armed violence in some of the world’s most fragile places, securing weapons and ammunition, and working with both state and community actors to reduce the prevalence of armed violence. 

HALO has been working in Southeast Asia since 1992 when we established a mine clearance programme in Cambodia. Today we have over 2,400 staff working across the region in our programmes in Cambodia, Laos and Myanmar, along with a recently opened project in the Solomon Islands. 

Role Summary

The Fleet and Logistics Manager reports to the Programme Manager and is responsible for the effective and efficient management of The HALO Trust Cambodia’s vehicle fleet and logistics operations.  They shall liaise with other heads of department, including the Senior Operations Manager, to effectively support the needs of the programme. The Fleet and Logistics Manager shall be primarily based in HALO Cambodia’s Headquarters in Siem Reap but will be required to travel to other areas in Cambodia where HALO operates in order to fulfil their role.

In addition to overseeing the vehicle fleet, they will also be managing and tracking the movement of all supplies and equipment, for the HALO Cambodia programme. The Fleet and Logistics Manager’s role is to enable operations and support, helping staff to make requests for materials and equipment required during the work cycle and ensuring accountability.

They are to lead by example and support other staff in the programme. As a member of HALO staff they will work closely with others and provide an example of HALO’s good working practice, always working hard to ensure the job is done.

The role will also help provide virtual support and guidance to two smaller-sized HALO programmes, HALO Myanmar and HALO Solomon Islands. Due to the needs and requirements of these respective programmes there will be minimal help required, but urgent assistance may be needed from time to time.

*Please note that this role is based on-site in Cambodia, and cannot be conducted remotely*

Responsibilities

The Fleet and Logistics Manager will be responsible for coordinating HALO’s Fleet and Logistics department, keeping inventory of the stores, issuing supplies and controlling the write-off of spare parts. They are responsible for ensuring that HALO procedure is followed and ultimately responsible for the efficiency and day-to-day operations within these departments.

Fleet:

• Liaise with the Operations Manager and Location Managers to ensure that the required vehicles, along with properly qualified and tested drivers, will be available on time in HALO’s operations.
• Identify any possible future problems or shortfalls in capability that may affect operations (e.g. not enough drivers or maintenance issues with vehicles) and inform the senior staff as soon as possible.

Work with the Workshop Manager to ensure:

• Location and HQ workshops have the correct number of mechanics, with appropriate skill levels and qualifications
• Work/leave schedules for mechanics reflect operational requirements
• Location and HQ workshops have the required tools to complete maintenance
• End-of-cycle checks are conducted, and any faults corrected and documented in job sheets
• Scheduled maintenance is carried out correctly and documented in job sheets

Work with the Fleet Assistant to ensure:

• spare parts requirements are identified, and requests and quotations are processed in a timely manner
• spare parts stock is correctly managed, all stock movement recorded, and the database updated
• parts supplies are selected considering both price and total cost in relation to quality
• identify any unusual consumption of parts
• conduct spot checks to ensure that new parts are fitted and old parts returned to store
• vehicles are correctly registered and insured
• monthly fuel, parts consumption and mileage reports are compiled

Work with the Logistics Manager to ensure:

• Correct procedures for drawing fuel and stores are observed by logistics staff and drivers in all locations, including the maintenance of fuel records and logbooks
• Identify any excessive consumption of fuel or lubricants

Manage HALO’s pool of drivers by:

• Ensuring all drivers and authorized driving staff hold the correct category of license
• Training drivers on HALO vehicle procedures
• Coordinating with locations and HQ on driver recruitment
• Take disciplinary action against any driver breaking HALO or national regulations
• Ensuring all drivers complete their logbooks for each journey
• Be responsible, alongside the Location and Survey managers, for the monitoring of the discipline and good working practice of all drivers.

Other Fleet Responsibilities:

• Conduct spot checks of all parts stores, fuel stores, logbooks, job sheets and workshop equipment in HQ and locations and investigate and report any discrepancies.
• Ensure all vehicles are fitted with a GPS tracker and actively monitor for irregular activities, such as driving after dark or speeding.
• Monitor that the correct equipment is being carried in all vehicles.
• Attend weekly staff meetings with the Program Manager and other senior headquarters staff and to report on any issues relating to the management of the fleet.
• Report any serious incidents of wrongdoing or breach of procedures to the Program Manager. Assist senior staff when required in any investigations involving accidents, possible wrongdoing, or breaches in procedure by staff.
• Continually monitor financial costs and pro-actively work to improve the efficiency and effectiveness of the running of the fleet.

Logistics

• Ensure stores are organized, clean and stock levels are always kept above the minimum required.
• Oversee the issuing and receipt of spares and equipment in and out.
• Monitor stock consumption, anticipating and forecasting procurement needs.
• Forward supply requests to the Programme Manager and Procurement Officer.
• Catalogue new capital equipment items entering the programme (including physical marking if necessary).
• Support local and regional purchasing of equipment when needed.
• Maintain a list of suppliers and quotes for common items.
• In coordination with the Unit Commanders, dispatch, track and receive equipment to and from the teams in the field.

Record keeping

• Ensure the Fleet database is fully maintained and accurately completed for all transactions.
• Submit monthly requests for purchasing to the Programme Manager or Deputy Programme Manager, in coordination with the International Finance Manager
• QA and assist team members during store checks.

• 5-10 years’ experience in an office support position, preferably in a role that handled logistics, ordering, or record-keeping.
• Strong knowledge of fleet operations, including vehicle maintenance, fuel management, and asset tracking. 
• In-depth understanding of fleet systems, vehicles and transportation safety
• Extensive experience in logistics management, preferably with global or regional scope in the humanitarian or development sector. 
• Proven experience leading and managing teams, building capacity and an inclusive workplace. 
• Excellent interpersonal and communication skills, with an ability to foster a cooperative work environment. 
• The Fleet and Logistics Manager must have a knowledge of Microsoft Office and the use of databases, including Netsuite, SmartSheets and Adaptive Insights.
• Valid driving licence.
• Fluent in English.
• Familiarity with mine action is desirable but not required.
• Previous experience with NGOs or humanitarian work desirable.

Benefits of working at HALO:

• Private Health Insurance

• Local overseas allowance of $350 per month for international staff.
• Shared accommodation in a rented HALO apartment, provided at nil cost.
• 49 days annual leave, increasing to 56 days after 2 years.
• Three economy return flights to the member’s home address (or an alternative location up to an equivalent cost).
• Comprehensive insurance package: life assurance and emergency medical insurance, including evacuation and repatriation.
• Retirement savings plan.

To apply, please submit a CV (no more than 2 pages) and a cover letter (no more than 1 page) outlining how your experience matches the key skills and competencies required by 25th November 2024.

We reserve the right to amend the closing date depending on the number of applications received.

The HALO Trust is an Equal Opportunity Employer and does not discriminate against any applicant for employment because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.

The HALO Trust is committed to a culture that is both diverse and inclusive and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

The HALO Trust is committed to ensuring that it provides a safe and trusted environment which safeguards and promotes the welfare and well-being of anyone who comes into contact with, or is part of, the Charity, with a zero-tolerance approach to behaviours which challenge this.