Job Title: Transport Assistant

Amref Health Africa is an African-led international health development organization headquartered in Nairobi, Kenya. Founded in 1957 as the Flying Doctors of East Africa to bring critical health services to remote communities, Amref Health Africa envision to bringing lasting health change for Africain more than 30 countries across the continent. With a focus on women and children, the organization strives to overcome the most critical health challenges facing the continent: maternal and child health, HIV & TB, malaria, water and sanitation and health systems strengthening. Amref Health Africa in Ethiopia has been working in Ethiopia since 2002 in close collaboration with the Federal Ministry of Health implementing a range of projects in maternal, neonatal and child health, reproductive health, health systems strengthening, health workforce development, water and sanitation, HIV/AIDS and non-communicable diseases across the country, supported by a wide range of multilateral and bilateral donors, corporates and foundations. 

Amref Health Africa would like to recruit Transport Assistant based in Addis Ababa (Country Office) and will report to Transport Officer.

Job summary:

Transport Assistant works under direct supervision of Transport Officer. He /she is responsible to manage all transport related activities with the support of Transport Officer.

The candidate could be competent enough to coordinate and monitor driver scheduling and vehicle dispatching; track the movement of vehicles and log sheet record; control mileage and fuel consumptions, follow scheduled vehicles preventive maintenance; and compiling fleet related cost management information. 

Detail role and responsibilities

• Supervise the drivers, including making sure there are cars available when required, update weekly plan and vehicle movement board, booking of transport requirements and monitor, the completeness logbook records (mileage, and fuel consumption).
• Streamline and monitor fuel purchase system with assistance of e-card fuel management system for all organizational vehicles and drivers.
• Ensure that all vehicle operations have carried out in accordance with Amref logistics and administration rule and regulations, and fleet management policy.
• With the support of transport officer, provide vehicle related technical and operational support to the regional offices, and advice the application of fleet management best practice, procedure and systems.
• Manage and coordinate transports related tasks including driver schedules, vehicle assignment, leaves, and overtime including weekend duty.
• Maintain daily vehicle inspection (checklist) and report any problem using the vehicle defect reporting formats.
• Review the accuracy and completeness of daily vehicle log records have done properly, and check if the user team have signed on log sheet, control mileage and fuel consumption, then produce necessary monthly report and share to the respected unit on time.
• Support transport officer on the management of vehicle booking process with outsourced rental company and deploy for user team.
• Gather log sheet from being used rental vehicle, review, clarify invoices or other freight related documents, and submit to transport officer for check and facilitate monthly rental payments to car Rental Company.
• Support transport officer procurement and vehicle spare part specification and handle the inventory control of vehicle spare parts.
• Handle the insurance coverage and organize necessary documentation and process reimbursement claim.

Specific responsibility and tasks:

 Fleet operational management.

• Ensures all Amref vehicles and drivers are executing their assignment in a professional manner and in accordance with Amref fleet management procedure.
• Manage and allocate field and town vehicle request to the program and other operational team on time.
• Ensuring the application of fleet monitoring formats and checklists have well practiced across fleet management system. 
• Ensure an efficient vehicle operation, and travel demand request have managed effectively without compliance.
• Identify the availability of organization vehicle and resource constraints; and develop priority and schedule an adjustment to manage other means of options
• Record and analyse fuel consumption profiles to identify areas of high and low efficiency for targeted action.
• Give proper and timely response, whenever there is support request from user team
• Follow the vehicle condition strictly, and do not allow driving when any failure, which leads to accident, and minimize the risk.             .

Fleet maintenance management

• Support transport officer on planning and organizing process of cost effective vehicle repairs, and maintenance as per the Manufactures’ specifications and liaison with contacted workshop.
• Ensure and update vehicle maintenance and inspection schedule to ascertain service of vehicles as per government and organization guideline.
• Carry out preliminary investigations on transport related incidences and road accidents in view of managing risks and exposure.
• Ensure all vehicles are cleaned; and safely parked at their designated lots in the organization compound
• Support transport officer on the development process of historical vehicle maintenance records, forecast labour, materials and other vehicle related supplies/ resource requirements.
• Support transport officer on labour and material cost estimations process that required forecasting of spare parts, consumable oil and vehicle repair and maintenance process.
• Responsible for initial scanning of incoming maintenance notification, identification of scope and analysis required level of maintenance plan.
• Reviews vehicle log sheet, vehicle fuel usage and consumption, mileage, regular vehicle services both in country and project sites produce necessary report.

Reporting management

• Support transport officer on the preparation of monthly mileage, fuel efficiency and other regular fleet management reports in accordance with logistics and admin guideline.
• Support transport officer on providing process of technical input for the decision making process, like concerning the issue of transport services as planning capacity and availability of vehicles
• Support transport officer on the preparation and reviewing process of invoice or freight related documents and organize monthly rental payment summery sheet, and facilitate the payment with finance unit on regular bases.
• Organizing vehicles profile and develop maintenance plan and procedure, obtain cost data and produce monthly mileage and other fleet report.

Job Requirements

• BA degree in auto- mechanic engineering fields, having a minimum of 3 -years work experience in transport/fleet management with NGO/ or advanced diploma in auto- mechanic or transport management related fields having a minimum of 5 -years work experience in transport/fleet management with NGO.
• Valid 3^rd- grade driving license and computer proficiency certificate with a good working knowledge of MS-word, Excel and outlook applications.
• Strong organizational skills; ability to multi-task, holds a reliable and consistent working schedule, communicates effectively and possess good customer service skills.
• The ability to maintain a high level of attention to detail and accuracy in preparing, entering and assigning vehicles and other transportation requests.
• Strong organizational and problem-solving skills with strong commitment to Amref values; ability and willingness to change working practices in the event of major emergencies including during weekends and evenings under short notice.

Competencies:

• Demonstrates ability to manage diverse transport operations.
• Strong negotiation skills and ability to influence others to reach consensus.
• Excellent knowledge of institutional mandates, policies and guidelines pertaining to transport operations and related matters.
• Willingness to keep abreast of new developments in the field of transport and logistics management.\
• Excellent communication skills and ability to coordinate the work of others, under tight working environment and conflicting deadlines can handle multiple concurrent projects support activities.
• Excellent interpersonal skills, including ability to operate effectively across organizational boundaries.
• Ability to establish and maintain effective partnerships and working relations in a multicultural, multi-ethnic environment with sensitivity and respect for diversity.

How to Apply

If you would like to join Amref’s team, please quote the position/reference number in the subject matter and send your CV and application letter with remuneration requirements and contact details of three work-related referees, through Etrecruitment@amref.org, ethiojobs.com or to the Human Resources Department, Amref Health Africa by P.O Box 20855/1000, Addis Ababa.

The closing date for submitting applications is January 4^th 2021. We regret that only short-listed candidates will be contacted.

Note

Telephone call to the office is strongly forbidden.

Amref Health Africa is an equal opportunity employer and has a non-smoking environment policy.