Function prerequisites:
The Fleet Assistant is part of the project support team and logistics department under direct management of the Logistics Officer with technical support of the Fleet Officer. The position requires:
- Knowledge of fleet procedures.
- Good written and spoken Arabic, proficiency in English.
- Basic proficiency in using common computerized software, at minimum Microsoft Office.
- Good communication skills, mature and responsible.
General responsibilities:
The Fleet Assistant supports the project and logistics department in vehicle fleet management, and related asset, warehouse and procurement management tasks. The FA does this under direct supervision of the Logistics Officer, in close coordination with the Fleet Officer, and with full respect for compliance to relevant guidelines, policies, and processes.
Responsibilities:
- Conduct active monitoring and inspections to ensure all drivers adhere to NPA’s logistical SOP’s and other regulations, initiating suggestions for capacity building sessions and development or adjustment of standard operating procedures based on identified trends to the LO/FO.
- Drive office vehicles for transport of authorized personnel to different destinations, including field visits, to deliver/collect and facilitate the official incoming and outgoing documentations, hand-delivery of mail, parcels and other heavy items to or from NPA offices.
- Ensure vehicle cleanliness and fuel tank status as per requirements and SOPs, initiating replenishment requests and payments in line with needs and procedures.
- Support daily fleet and movement management, ensuring regular inspections, servicing and follow up of vehicles, movement planning, vehicle equipment (tools, commodities, etc.) are complete and serviceable.
- Support general services, service schedule, repair and reporting for NPA generators.
- Support fleet operation tracking and reporting, including preparation of vehicle/mechanical equipment maintenance reports, and supporting FO performance and efficiency reporting.
- Support analysis of vehicle status and make recommendations for timely replacement, including type of vehicles, spares etc. in order to improve cost-efficiency and reduced downtime due to repairs or lack of routine maintenance.
- Support maintenance of accurate and up to date documentation/databases to maintain oversight of drivers, authorisation documentation, and vehicle allocations, including of rental vehicles; ensuring compliance with donor guidelines and proactively communicating gaps or changes.
- Support management of vehicle-part inventory and procurement, initiating procedures for purchasing and reparations (spare parts and consumable items) in close coordination with Vehicle Fleet Mechanics and the FO and LO.
- Assist and coordinate emergency response procedures for vehicle breakdowns, accidents, or other critical incidents in real time and follow up processes are required, in close coordination with the FO and LO.
- Proactively share information on team, departmental, organisational or governmental developments and challenges with the LO or other supervisory colleagues in LO absence.
- Any other task relevant to the department and role as requested by the LO/FO, SLO, PjM, DPM and LM.
Guidig Policies, Documents, and Principles.
- Adhere to all NPA policies, regulations and procedures; including those specific to the department including, but not limited to; NPA global and Iraq MAD Information Management guidelines, GDPR, NPA Iraq HR Policy and authorization directives.
- Work within the framework of NPA core values.
- Act as an ambassador for NPA, through professionalism and conduct. This includes, as relevant, representing the organization in a loyal and responsible manner.
- Follow all verbal and/or written instructions, unless in direct violation of safety and duty of care.
- Maintain and care for all equipment issued by NPA and for any loss or damage, being liable for repair or replacement in case of damage resulting from negligence.
- Ensure a safe workplace and protect all staff and equipment from damage/injury.