Head of Fleet
Sudan -Hiba Recruitment
General Description: The Fleet Supervisor (Outsourced) oversees the day-to-day operations of fleet trucks, ensuring compliance with organizational procedures, guidelines, and business rules. Responsibilities include monitoring fleet activities, reporting, and administrative coordination within the country. Key Tasks and Responsibilities: Under the supervision of the Head of Fleet, the Fleet Supervisor will: Project Activity Work Plan: Prepare and monitor transport operations to ensure efficiency, aligning with schedules and goals. Provide regular support to fleet teams across locations through frequent site visits. Ensure drivers and convoy leaders adhere to their job descriptions. Permissions and Documentation: Secure necessary governmental and operational permits promptly to maintain fleet efficiency. Convoy and Route Planning: Formulate convoys, plan routes, and update the Transport Route Matrix. Vehicle Tracking: Monitor truck/convoys using HF/GPS systems for operational and security purposes. Report irregularities to the Transport Manager. Documentation and Reporting: Maintain accurate records and produce timely daily, weekly, monthly, quarterly, and annual reports. Logistics Coordination: Liaise with Logistics to review weekly/monthly transport plans, comparing projected vs. actual tonnages moved. Fleet Management System (FMS): Ensure timely submission of truck-related data (trip sheets, fuel sheets) to the FMS (e.g., FleetWAVE). Waybill Management: Submit signed waybill copies (delivery receipts) to the COMPAS section on time. Driver Management: Evaluate driver performance, implement incentive schemes, and recommend disciplinary actions as needed. Accident Management: Report accidents within 24 hours per organizational guidelines. Best Practices and SOPs: Develop and manage transport SOPs to optimize performance, tracked via KPIs. Breakdown Recovery: Ensure swift recovery of stranded/breakdown trucks, coordinating with relevant parties. Legal Documentation: Maintain up-to-date vehicle records, including insurance and inspections. Maintenance Coordination: Schedule preventive maintenance and coordinate unscheduled repairs with the Workshop Manager. Loss/Damage Accountability: Address losses (cargo, fuel, tools) through salary deductions or penalties, per organizational policies. Reporting: Collaborate with area offices to compile and submit monthly/annual fleet reports. Document Retention: Maintain Fleet TORs and NFRs on shared drives for team reference. Travel: Occasionally visit area offices to provide technical/administrative support as directed. Driver Pool Management: Ensure a trained driver reserve is available to cover absences. Additional Duties: Perform other tasks as assigned by the supervisor. Collaboration: Work closely with organizational staff and outsourcing partners.
Fleet Supervisor [GIS Expert]
Sudan -Hiba Recruitment
Responsible to: Fleet Manager Outsourced Department: Heavy Fleet Management Category: Heavy Fleet Data Analysis, Monitoring, Training & Support Key Tasks and Responsibilities: The data analyst will be responsible and undertake the following duties: GENERAL JOB DESCRIPTION Monitor the use of Fleet Systems by CO Fleet teams to ensure most effective use of systems in managing the Fleet in the country. Analyse the accuracy of data and support country office fleet teams to improve reporting (timely, accurate and complete) so that all relevant data is registered correctly in VTS to produce the correct cost performance for vehicles and generators, analysing and correcting mistakes. Track the Organization convoys and convert data into visual maps showing clear directions and locations of the active convoys. Provide timely system support to field users. Respond to queries, analyse and record issues to identify system development or training requirements in coordination with Fleet manager. Facilitate implementation and maintaining VTS Standard Installation SoPs/ Installation guides to support standardisation of VTS installation/ validation processes and perform regular quality assurance checks. Record any hardware/ software issues of the VTS and report/ discuss accordingly with FleetCentre systems team to further report to the VTS provider. Setup VTS Accounts ensuring the all users in the CO have appropriate and smooth system-access to use VTS platform effectively for trucks tracking. In collaboration with ICT unit, ensure all simcards used in the VTS system are active with GPRS the required data packages are duly renewed. Update “VTS Inventory Tracking Sheet” ensuring FleetCentre is provided with accurate inventory records of Country VTS equipment and operational status and assist in updating/ maintaining VTS details in FMS/ Asset Database. Provide technical support and insight to field offices queries both on hardware and web-application of the VTS. Produce KPI and periodic systems reports to evaluate and optimize Fleet Utilization and performance. Produce management information reports to support management decision making and fleet management strategy. Register and keep a record of all assistance/ support provided to identify areas of improvement and facilitate the usage of Fleet Systems in the field. Establish practices to enhance Data Quality (timeliness, completeness, accuracy) in all Fleet databases for FMS and VTS system. General Description: Responsible for analyzing data and producing Fleet Management Reports as per the assigned Job Description and in accordance to Procedures & Normative Guidelines set by the NGO logistics Fleet. Working with: Will liaise and co-operate with all other employees within the Fleet Unit and other Departments within the Organization. Qualifications & Experience: Bachelor’s degree in Computer Science/ Or Mathematics/ Or Statistics/ Or MBA with English as main subjects. Qualification in GIS/ Telematics Systems is a must. Attended courses on various Reporting Software packages. Good working knowledge and experience working with latest Microsoft MS Office Suite. Held the position of Statistician/ Data Analysis/ Administrator or similar job in a company/ NGO with at least two years’ experience gained in the relevant field. Excellent command of the English Language, both written and spoken is mandatory.
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