Supply Chain Team Leader (Fleet Management)

Danish Refugee Council, one of the world’s leading humanitarian NGOs.

DRC has been operating in Ukraine since 2014, currently DRC employs over 700 staff in Ukraine and will continue significant scale-up in 2024 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for a Supply Chain Team Leader (Fleet Management) for its activities in Chernihiv.  

Overall purpose of the role: The Area Supply Chain Team Leader – Fleet Management will be responsible for the management and oversight of area fleet, motorized assets in DRC Chernihiv Area Office in accordance with established DRC Fleet Management Operations Handbook, Special Operating Procedures (SOPs), normative guidelines as set in Fleet Manual. The incumbent will be based in Chernihiv Area Office and report to Area Support Services Manager. This position will maintain close contacts with drivers, area Fleet Focal Points, Country Fleet Team Leader, Area Support Services Manager and rental vehicle service providers on fleet management related matters.

This position requires strong leadership, excellent organizational skills, and a deep understanding of fleet management principles.

Main responsibilities:

Area-Based Fleet Operations:

• Oversee and coordinate day-to-day fleet operations within the designated area, including vehicle maintenance, fuel management, driver management, and fleet utilization.
• Ensure timely and efficient procurement, leasing, and disposal of vehicles within the area, following organizational guidelines and budgetary constraints.
• Enforce compliance with safety standards, vehicle registration, insurance requirements, and other legal obligations specific to the area.
• Assisting in the recruitment of the quality drivers into the fleet.
• Continuously monitor and evaluate fleet performance, identifying areas for improvement and implementing corrective measures.
• Oversee the day-to-day fleet operations, including vehicle maintenance, fuel management, driver management, and fleet utilization.
• Assist with the fleet staff of efficient driver schedules to maximize effectiveness.
• Book all transport requests for rental vehicles and commercial trucks as appropriate, prepare contracts related to DRC vehicles and transportation.
• Ensuring all DRC drivers are adhering to DRC driving and safety regulations in cooperation with Country Fleet Team Leader.
• Ensure effectiveness, monitoring and controlling the generators.
• Ensure that DRC generators log sheet book filled up and updated all the time, and maintain updated overview for each generator and ensure proper maintenance system for all DRC generators
• Monitor Fuel usage; prepare all fuel tracking sheets, and relevant regular report with ensuring efficiency and effectiveness of fuel usage.
• Control and monitoring of reporting and refueling of emergency fuel tank.
• Working to ensure that the fleet operates efficiently.
• Keeps tracks of all vehicle movments using Sputnik-Autoor similar tools.

Fleet Management Strategy and Implementation:

• Support the Country Fleet Team Leader in developing and implementing a comprehensive fleet management strategy for the designated area, aligned with the organization’s objectives and local regulations.
• Implement fleet-related policies, procedures, and guidelines within the area of responsibility to ensure compliance and promote best practices.
• Collaborate with the Country Fleet Team Leader to monitor and evaluate fleet performance, identifying areas for improvement and implementing corrective measures.

Team Leadership:

• Provide strong leadership to the fleet team, fostering a culture of professionalism, accountability, and continuous improvement.
• Supervise, train, and mentor fleet staff, ensuring their adherence to operational procedures, safety protocols, and organizational policies.
• Collaborate closely with the Country Fleet Team Leader to ensure effective coordination, communication, and knowledge sharing between the country and area-based fleet teams.
• Conduct regular performance evaluations, provide feedback, and identify training needs to enhance the team’s capabilities.
• Make sure that drivers are familiar with local legal requirements and DRC safety policies in place related to road safety and accidents, and that all drivers and passengers are aware of what to do in case of an accident and how to report it.
• Conduct weekly meetings with drivers to better understand planning and coordination of drivers and the fleet as a whole.
• Organized regular meetings within their team to ensure optimal coordination of the work and proper flow of information.
• Organized that job descriptions for employees under their supervision are to date seek feedbaack and support from the HR department if needed

Driver Management:

• Assisting in the recruitment of the quality drivers into the fleet.
• Make sure that drivers are provided induction for related DRC Fleet, Code of Conduct and Safety rules and get familiar with local legal requirements
• Ensure that the drivers are inducted in DRC safety policies in place related to road safety and accidents, and they know what to do in case of an accident and how to report it.
• Organize training of drivers in specific skills or driving techniques in cooperation with Country Fleet Team Leader.
• Organize team participation in trips and not only to support departments to achieve the implementation of projects and goals.
• Plans and coordinates the annual leave of the employees under their supervision ensuring of the operation throughout the year.
• Follow-up yerly national technical control.

Budget and Resource Management:

• Assist the Country Fleet Team Leader in developing and managing the fleet budget within the designated area, monitoring expenses, optimizing resource allocation, and identifying cost-saving opportunities.
• Collaborate with the finance and procurement departments to ensure accurate financial reporting, transparent procurement processes, and timely payment of fleet-related expenses within the area.

Stakeholder Engagement:

• Liaise with internal stakeholders, such as program managers, support departments and Area Support Services Manager, to understand their transportation needs and take necessary actions to provide timely and the most effective support.
• Build and maintain relationships with external partners, including suppliers, vendors, and government authorities, to facilitate smooth fleet operations.

Reporting and Documentation:

• Prepare regular reports on fleet performance, including utilization, fuel consumption, maintenance records, and incident reports.
• Maintain accurate fleet-related documentation within the area, such as vehicle logbooks, insurance records, and registration documents, ensuring compliance with DRC operational standards and local regulations.
• Ensure vehicles log sheet books filled and updated all the time, and maintain an updated overview of expenses for each vehicle.

Required experience and competencies:

• The position requires a minimum professional experience of 2 years in fleet management, preferably in the context of an INGO or similar organization, preferably in emergency context.
• Strong knowledge of fleet management principles, including vehicle maintenance, fuel management, and driver safety.
• Excellent leadership and team management skills, with the ability to motivate and develop a diverse team.
• Solid understanding of local transportation regulations, road safety standards, and vehicle registration processes.
• Knowledge in fleet management software and tools for monitoring, reporting, and analysis.
• Excellent communication and interpersonal skills, with the ability to engage effectively with internal and external stakeholders.
• Excellent skill in MS Word, Excel, and PowerPoint and other fleet management related on line tools.
• Good English proficiency
• Fluency in local language: Ukrainian
• Good knowledge of the status of development and the social context of the Country in general.

Education:

• Bachelor’s degree in logistics, supply chain management, business administration, or a related field. Relevant certifications in fleet management would be an advantage.

All DRC roles require the post-holder to master DRC’s core competencies: 

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback. 
• Taking the lead: Taking ownership and initiative while aiming for innovation.
• Communicating: Listening and speaking effectively and honestly. 
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. 

We offer:
Contract length: Open-ended contract upon successful completion of the three-month probation period. 
Designation of Duty Station: Chernihiv
Start date: 1 June 2024

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national staff.

Application process:
All applicants must upload a cover letter and an updated CV (no longer than four pages in English).

Applications sent by email will not be considered.

Closing date for applications: 31 May 2024